EBCASC GUIDELINES
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EBCASC GUIDELINES (FINAL VERSION DATED AS OF FEBRUARY 16, 2019)
I. DEFINITION AND PURPOSE
The East Bay Central Area Service Committee (EBCASC) is a volunteer group of recovering addicts from the Fellowship of Narcotics Anonymous (NA) who are elected trusted servants (“Trusted Servants”), which exists for the express purpose of carrying the NA message of recovery to the addict in the cities of Oakland and Alameda. By our Traditions, and to be most effective in helping the addicts who still suffer, we are governed by the groups we serve. In order to protect ourselves from ourselves, we impose these additional standards.
The Committee shall remain autonomous, but we will maintain effective liaison and cooperation with the Northern California Regional Service Committee (NCRSC), the World Service Office (WSO) and Conference (WSC), and NA as a whole.
II. FUNCTIONS OF THE ASC
A. Communicate and disburse information to and from all groups within the Area through their Trusted Servants.
B. Maintain a Post Office Box.
C. Conduct a regular monthly business meeting.
D. Provide two Regional Committee Members (RCMs) for active participation in the monthly NCRSC and its subcommittees, and to provide funding as necessary for such participation. E. Establish subcommittees responsible to the groups.
F. Provide NA-approved literature to all groups, and to provide updated meeting schedules on a monthly basis.
G. Offer encouragement and support to all groups through their representatives. H. Maintain one general checking account with (2) authorized signatures (Chair, Vice Chair and/or Treasurer) required for fund withdrawal. Only one ATM card allowed for the Treasurer. I. Maintain a prudent reserve fund of at least $400, and not more than $1200, for the Activities Committee within the ASC checking account.
J. Sponsor workshops and learning days.
III. PARTICIPANTS
The EBCASC shall be comprised of the Group Service Representatives (GSR) and GSR Alternates from all groups within the Area, and the Administrative Committee. All members of this committee are elected for a term of one (1) year (with the exception of RCMs, which are elected to 2-year terms) and will be eligible for re-election for a second term of one (1) year, after which time they will be ineligible for re-election to the same position for a period of two (2) years.
Further requirements and consideration for election are stipulated under each category.
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EBCASC GUIDELINES (FINAL VERSION DATED AS OF FEBRUARY 16, 2019)
IV. QUALIFICATIONS AND DUTIES OF ADMINISTRATIVE COMMITTEE MEMBERS
The Administrative Committee shall be composed of the Chairperson, Vice Chair, Treasurer, Secretary, two RCMs, and Subcommittee Chairs. Members shall be elected by a simple majority of the eligible voting participants present at the ASC meeting. (See Page 12, Section VII. B, Voting Procedures). It is preferable that members of the Administrative Committee be elected from among the active participants of the ASC; have previous service experience, a commitment to serve, willingness to do the job, and acquire a working knowledge of the Twelve Steps, Twelve Traditions of Narcotics Anonymous, Twelve Concepts for NA service, and knowledge of Robert's Rules of Order.
A. CHAIR: Requires two (2) years continuous clean time, plus a minimum of six (6) months of service within the area. Responsibilities include:
1. Preside over monthly business meetings.
2. Share the duty with the Vice Chair to keep in regular touch with the Chairs of each subcommittee by attending subcommittee meetings, and stay informed of their projects and pending matters.
3. Responsible for maintaining one copy of the archive flash drive of correspondence, and the Secretary keeps the other flash drive.
4. Be a co-signer on the ASC bank account.
B. VICE CHAIR: Requires two (2) years continuous clean time, plus a minimum of six (6) months of service within the area. Responsibilities include:
1. Assume responsibilities of the Chairperson in the Chairperson’s absence, or if the Chair is unable to complete the term of office for any reason.
2. Share the duty with the Chair to keep in regular touch with the Chairs of each subcommittee by attending subcommittee meetings, and stay informed of their projects and pending matters. 3. Be a co-signer on the ASC bank account.
4. If the Outreach Coordinator is unavailable, greet and provide orientation to all new GSRs and distribute ASC approved materials in the GSR Handbook.
C. TREASURER: Requires three (3) years continuous clean time, a minimum of six (6) months of service within the area, and being gainfully employed, or otherwise financially accountable. Responsibilities include:
1. Serve as custodian of the ASC bank account; depositing funds received.
2. Keep an accurate financial ledger.
3. Pay all ASC-approved expenses.
4. Work with the Activities Committee Treasurer to maintain an accurate tally of the Activities Committee’s prudent reserve fund and expenditures.
5. Create a written and/or digital report of all contributions and expenditures for distribution at each ASC meeting.
6. Submit written quarterly financial statements, as well as written annual financial statements at the end of each calendar year or at the end of the Treasurer's term in office.
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EBCASC GUIDELINES (FINAL VERSION DATED AS OF FEBRUARY 16, 2019)
7. Issue receipts for monies received at the ASC meeting.
8. Be a co-signer on all EBCASC bank accounts.
9. Work within the ASC financial guidelines as established.
10. Maintain the ASC Post Office Box and key and pick up the mail prior to each ASC meeting, distributing it to the appropriate ASC participants.
11. Mail ASC donation checks to PR, H&I and Region to ensure they are received in a timely manner, and in case the Liaisons/RCMs do not attend the meetings.
D. SECRETARY: Requires one (1) year continuous clean time, a minimum of six (6) months of service within the area, computer access, good typing and grammar skills; email access is mandatory. Responsibilities include:
1. Record the minutes of all ASC meetings and create each month’s agenda. 2. Provide the minutes and agenda to the administrative members and GSRs by email at least one (1) week before the next ASC scheduled meeting.
3. Make copies of minutes and agendas for distribution at the next ASC meeting. Copies can be made at the printer’s office where EBC has an account.
4. Retain several copies of current ASC Guidelines on hand to distribute upon request. 5. Ensure all new meetings or changes to existing meetings are documented in the minutes. 6. Keep minutes of the current year on hand at each meeting. Copy all minutes and agenda
onto a flash drive and give one copy of the flash drive to the incoming Chair and incoming Secretary. Password-protect a flash drive and make it: EBCASC 7. Maintain a confidential Emergency Contact List of ASC Officers and GSRs who wish to be on the list, and keep it on hand at each meeting should it be needed.
8. Maintain a Motion Log showing all Motions made and the results (passed/failed). An electronic copy of this list will pass to each Secretary for continuous updating. 9. Update contact information on the Area Service Committee Registration. Update Form and mail to the WSO after each election or when there is a change in trusted servants.
E. REGIONAL COMMITTEE MEMBERS (RCMs): Requires (3) years continuous clean time, plus a minimum of one (1) year of area-level service.
RCMs should be closely acquainted with the Twelve Traditions and Twelve Concepts, the fundamentals of service in our fellowship. The RCMs speak the conscience of the members and the groups within the East Bay Central Area at the Northern California Regional Service Committee meetings and keep their area in touch with the larger world of NA by providing information on activities in neighboring areas, functions being sponsored by the regional committee, reports relevant to subcommittee affairs, and important issues being discussed at various levels. An RCM is to the ASC what the GSR is to the group. Regional Committee Members serve 2-year terms—ideally one elected in odd-numbered years and the other in even years to help maintain a balance between experienced members and those just learning the ropes. Responsibilities include:
1. Represent the conscience of the EBCASC at the NCRSC monthly meetings. 2. Attend all EBCASC and NCRSC meetings and take part in any decision that affects the Region as a whole.
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EBCASC GUIDELINES (FINAL VERSION DATED AS OF FEBRUARY 16, 2019)
3. Make monthly written reports to the ASC regarding matters discussed and under discussion at the RSC; and report to the RSC what matters are being discussed at Area. 4. Work for the common welfare of NA by providing two-way communication between the East Bay Central Area and the rest of NA, particularly with neighboring ASCs. 5. Participate in periodic service workshops, including the Conference Agenda Report (C.A.R.) Assembly.
F. SUBCOMMITTEE CHAIRS: Requires two (2) years continuous clean time. Responsibilities include:
1. Oversee and coordinate the operation of the subcommittee.
2. Attend the monthly ASC meeting to present their report, as well as provide written copies for all in attendance. If unable to attend, they are responsible for sending a representative in their absence. However, it is preferable for the Chair to attend each month.
G. GROUP SERVICE REPRESENTATIVE (GSR): Continuous clean time requirements are set by each group, but it is usually a minimum of one (1) year because of handling money. The GSR has the function of linking their group's conscience with NA as a whole through the service structure. GSRs bear great responsibility. While GSRs are elected by and accountable to the group, they are not mere group messengers. They are selected by their groups to serve as active members of the ASC. As such, they are responsible to act in the best interests of NA as a whole, not solely as advocates of their own groups’ priorities.
As participants of the ASC, GSRs need to be as well informed as they can be concerning the affairs of the committee. They study the reports of the committee’s officers and subcommittee chairpersons. They read the various handbooks published by the WSO on each area of service. After carefully considering their own conscience and what they know about how their group members feel, they take active, critical parts in the discussions, which form the group conscience of the entire committee. Responsibilities include:
1. Attend the monthly ASC meeting and keep principles before personalities, in order to best express their group's conscience.
2. Supply the EBCASC with changes to group information that would affect the Area meeting schedule.
3. Report back to their group any relevant matters discussed at the monthly ASC meeting. 4. Serve on one or more ASC subcommittees, if possible (i.e., Outreach, Activities, Fundraising, H&I, PR).
5. Keep their group apprised of any new WSC-approved literature, bulletins, The NA Way magazine, etc.
6. Learn about the Twelve Traditions and share this information with the group prior to any decisions requiring the group's conscience.
7. Familiarize themselves with the Guide to Local Service and help new secretaries, treasurers, and other group officers to use it.
8. Help with the financial planning of the group.
9. Develop practical plans for the group's support of the Area. This is to be done with the group treasurer and the group within the structure of the group business meeting.
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EBCASC GUIDELINES (FINAL VERSION DATED AS OF FEBRUARY 16, 2019)
10. Assist any new groups that may be forming in the Area by advising members of the services provided by the EBCASC, the NCRSC, the Regional Service Office (RSO) and the (WSO).
11. Purchase literature, chips and/or medallions for their group, if needed.
12. Turn in the group's 7thTradition donation.
13. Pick up new schedules and event flyers.
V. SUBCOMMITTEES and LIAISONS:
● Activities
● Literature
● Chips and Medallions
● Outreach
● Merchandising
● Hospitals & Institutions (H&I) Liaison
● Public Relations (PR) Liaison
● Mission Peak (MP) Liaison
● East Bay North (EBN) Liaison
● Unity Day Liaison
● Unity Day Programming Liaison
ACTIVITIES CHAIR: Requires a minimum of two (2) years continuous clean time, and prior service experience – preferably as a GSR and/or committee member. Responsibilities include:
1. Hold regular meetings on a date/time/place agreeable to the majority interested in participating for the purpose of planning events, such as dances, picnics, campouts, etc. The activities chosen should provide a greater sense of community for the local NA Fellowship and produce additional area income if possible – always keeping in mind that these functions are designed to enhance NA’s primary purpose, not to replace group contributions in funding area services. Be mindful of our neighboring Areas’ events when planning ours, so as not to divide the fellowship whenever possible.
2. Produce flyers to advertise activities (making sure all flyers contain the ® for the NA logo, date, time, location including city, cost, purpose of activity, directions, contact number with area code, wheelchair accessibility, etc.) and bring at least one (1) copy of the flyer for each meeting to Area for distribution to GSRs in a timely manner prior to the date of the event.
3. Distribute at least one (1) flyer for every area in the Region to the RCMs to take to the RSC meeting no less than two (2) months in advance of each activity. Send complete event details to the RCM so they can make sure to put it on the regional events calendar as far in advance as possible.
4. Send complete event information to the Tri-Area event calendar on the website at least two (2) weeks before the event using the format available.
5. Create a written report to present at each EBCASC meeting, detailing those activities the committee is
working on, planning for, and the results of the last activity.
6. Create a calendar to show all planned events for the year and approximate dates, so groups can better plan their events so they do not coincide. Monitor the calendar on a continuing basis and report to the EBCASC meeting, as necessary.
7. Complete necessary insurance forms to be mailed to the NCRSO for scheduled events. There is usually a fee associated with submitting an insurance form for an event. Request a check from the
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EBCASC GUIDELINES (FINAL VERSION DATED AS OF FEBRUARY 16, 2019)
EBCASC Treasurer and mail form and check to the NCRSO before the scheduled event so that the event is covered under insurance.
Mailing Address: NCRSO, 1820 Walters Court, #A-1, Fairfield, CA 94533.
Phone: (707) 422-9234
Office Hours: 10am to 4pm M-F
Website: www.norcalna.org
ACTIVITIES VICE CHAIR: Requires a minimum of two (2) years continuous clean time, and prior service experience—preferably as a GSR and/or committee member. Responsibilities include:
1. Ability and willingness to assume responsibilities in the absence of the Chair. 2. Pre-shop for suggested list of supplies needed to replenish or supply concessions to be sold at an Activities event. 3. Submit an inventory of on-hand supplies, along with an itemized list that includes pricing for proposed purchases, and a budget request for the purchase of additional supplies. 4. Purchase supplies and deliver them to the event site in a timely fashion prior to the start of the event, along with receipts and any requests for reimbursement.
5. As the primary person responsible for concessions at the event, recruit assistance to help out with the preparation of and during concession sales at an Activities’ event.
ACTIVITIES TREASURER: Requires three (3) years continuous clean time, a minimum of six (6) months of service within the area, and being gainfully employed or otherwise financially accountable. Responsibilities include:
1. Keep an accurate financial ledger.
2. Create and submit a written report of all contributions and expenditures at each ASC meeting, including copies of all receipts.
3. Submit written quarterly financial statements, as well as a written annual financial statement at the end of each calendar year or at the end of the Activities Treasurer’s term in office. 4. Work within the ASC financial guidelines as established.
5. Work with the EBCASC Treasurer to maintain an accurate tally of the Activities Committee’s prudent reserve fund and expenditures.
6. Provide any cash profits, with a receipt, to the EBCASC Treasurer to deposit into the EBCASC checking account.
LITERATURE CHAIR: Requires a minimum of (2) years continuous clean time. Responsibilities
include:
1. Bring literature and order forms to EBCASC meetings in time to set up prior to the start of the meeting.
2. Store plastic containers of literature (approximately 10-12 plastic containers) in a storage unit naming EBCASC as Purchaser.
3. Literature Chair and EBCASC Treasurer to complete application of storage unit (approximately 5x5), with reasonable storage fees, centrally located near Area meeting place and/or near Literature Chair (cost-effective and easily accessible).
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EBCASC GUIDELINES (FINAL VERSION DATED AS OF FEBRUARY 16, 2019)
4. Literature Chair and EBCASC Treasurer to set up automatic monthly withdrawal payment of storage unit fees to avoid late fees.
5. Purchase combination lock for storage unit (submit receipt to EBCASC Treasurer for reimbursement). The combination should be changed every time new representatives are elected and/or no longer represent EBCASC.
6. The following EBCASC representatives who may occupy the storage unit with EBCASC items only are:
a. EBCASC Treasurer.
b. Literature Chair.
c. Chips/Medallions Chair.
d. Activities Chair.
e. Merchandising Chair.
7. Review inventory and place literature, chips and medallions ordered by email to the NCRSO, approximately two (2) to three (3) weeks before the next EBCASC meeting, with a copy to the EBCASC Treasurer.
Email to both: NCRSO Special Workers 1 & 2: ncrsosw@norcalna.org and
ncrsosw2@norcalna.org
8. When placing literature, chips and medallions, request that the NCRSCO contact you with the date shipped, number of boxes, and tracking number when shipped to UPS for “will call.” Provide NCRSO with your name. The shipping label should be addressed as follows: Literature Chair person’s name, 8400 Pardee, Oakland, CA 94621-1412.
9. NCRSO Contact Information:
Mailing Address: NCRSO, 1820 Walters Court, #A-1, Fairfield, CA 94533.
Phone: (707) 422-9234 Office Hours: 10am to 4pm M-F Website: www.norcalna.org 10. Contact UPS at (510) 633-4002, after NCRSO shipped literature and chips and medallions order, and confirmed delivery of boxes.
11. Pick up literature, chips and medallions from UPS and check inventory order. If there is a discrepancy, contact the NCRSO Special Workers to adjust inventory.
12. Submit invoice to the EBCASC Treasurer.
13. Inventory literature items after Area meeting to place for next month’s
meeting. 14. Review and revise literature and chips/medallions order forms, as needed. 15. Replenish of literature and chips/medallions order forms:
a. Email to Fast Imaging at: alameda@fastimaging.biz the updated and final literature and chips/medallions order forms (in PDF format).
● Literature Form – request printing in “landscape” format, NCR – no carbon
required, with glue on top. Place order of 700 copies.
● Chips/Medallions Form – request printing in “portrait” format, NCR – no carbon required, with glue on top. Place order of 300 copies.
b. Pay by EBCASC credit card authorization on file with Fast Imaging. Request a copy of credit card receipt to be delivered to EBCASC Treasurer.
c. Pick up new forms and deliver them to Area meetings.
d. Fast Imaging, 835 Marina Village Parkway, Alameda, CA 94501. Phone: (510) 769-9996.
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EBCASC GUIDELINES (FINAL VERSION DATED AS OF FEBRUARY 16, 2019)
CHIPS & MEDALLIONS CHAIR: Requires a minimum of two (2) years continuous clean time. Responsibilities include:
1. Bring chips and medallions order forms to EBCASC meetings in time to set up prior to the start of the meeting.
2. Store chips and medallions in a storage unit (see above – deliver to the Literature Chair). 3. Review inventory and place chips & medallions orders after the Area meeting to place for next month’s meeting.
4. Provide literature chair with chips and medallions order. Literature chair will place chips and medallions order, together with literature order, in order to save costs of separate shipping.
OUTREACH CHAIR: Requires a minimum of one (1) year continuous clean time. Responsibilities include:
1. Work with ASC Vice Chair.
2. Keep track of meetings not represented at Area on a regular basis. When a meeting is not represented several months in a row, the Outreach Coordinator will communicate with the group to determine if it still exists. If it no longer exists, the PR Schedule Coordinator will be notified to remove the meeting from the schedule and website. If it does exist, then explain the benefits of sending a representative to
the Area. Take note if NA-approved literature is being used; if a 7th Tradition donation is taken, and what it is being used for. Report back to the Area the results of the visit.
3. Periodically create flyers of meetings needing support for distribution to GSRs. 4. Attend meetings that GSRs have reported need support or have not attended for three (3) consecutive months to show area support and make suggestions.
5. Maintains GSR Packets and has them on hand at each ASC meeting for distribution to new GSRs.
6. Greet and provide orientation to all new GSRs and distribute ASC approved materials in the GSR Handbook.
7. Track changes to be made to the meeting schedule and convey updates by email to: meetings@naalamedacounty.org.
8. Contact PR Schedule Coordinator to request updated meeting schedules as soon as available, prior to
ASC meeting.
9. Call and request 1,000 copies of updated meeting schedules by emailing PDF (prior to ASC meeting to: alameda@fastimaging.biz. Fast Imaging is located at: 835 Marina Village Parkway, Alameda. Phone number: (510) 769-9996.
10. Contact EBCASC Treasurer with the amount due for schedules and request payment to be made by EBCASC Treasurer directly to Fast Imaging.
11. Pick up updated meeting schedules before 6pm on Thursday or Friday before the ASC meeting. If unable to pick up meeting schedules, coordinate with the Literature Chair for pick up.
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EBCASC GUIDELINES (FINAL VERSION DATED AS OF FEBRUARY 16, 2019)
MERCHANDISING CHAIR: Requires a minimum of two (2) years continuous clean time. Previous service experience, preferably as a GSR and/or committee member. An ability to organize and give the committee direction and incentive on upcoming merchandising projects. Merchandising does not compete with Activities. Raise funding for EBC to better be able to support all required activities and/or work in conjunction with other subcommittees, etc. Responsibilities include:
1. Arrange meeting times/dates/place and compose agendas.
2. Initiate all correspondence to the Area and within the committee. Ultimately responsible for files, records, and overall functioning of this committee.
3. Work with the EBCASC Treasurer to maintain an accurate tally of the Merchandising Committee’s prudent reserve fund and expenditures.
4. Provide any cash profits, with a receipt, to the EBCASC Treasurer to deposit into the EBCASC checking account.
MERCHANDISING TREASURER: Requires a minimum of three (3) years continuous clean time. Responsibilities include:
1. Previous service experience, preferable as a Treasurer.
2. Work with the EBCASC Chair to maintain an accurate financial ledger of the Merchandising Committee’s prudent reserve fund, receipts and expenditures.
3. Must be gainfully employed or otherwise financially stable.
PR LIAISON: Requires a minimum of six (6) months continuous clean time. Responsibilities include:
1. Attend monthly Public Relations subcommittee meetings.
2. Report on what’s happening at EBC and provide a written report back to EBCASC what is happening at PR.
3. Inform PR of any Area activities as soon as possible following each ASC meeting, so this information can be added to the website and hotline. [Donation check will be mailed by ASC Treasurer.]
***Consider taking a position on the committee, because you have to be there anyway*** H&I LIAISON: Requires a minimum of six (6) months continuous clean time. Responsibilities include:
1. Attend monthly H&I subcommittee meetings.
2. Report to EBCASC all open H&I positions, including secretaries, panel leaders, facility coordinators, etc.
3. Report on what’s happening at EBC Area and provide a written report back to EBCASC of what is happening at H&I. [Donation check to H&I will be mailed by ASC Treasurer.] ***Consider taking a position on the committee, because you have to be there anyway***
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EBCASC GUIDELINES (FINAL VERSION DATED AS OF FEBRUARY 16, 2019)
MISSION PEAK LIAISON: Requires a minimum of six (6) months continuous clean time. Responsibilities include:
1. Attend monthly ASC meetings for Mission Peak.
2. Bring to MP’s ASC meeting event flyers from EBC and news of what our Area is doing. 3. Bring back event flyers from MP Area and provide written reports at EBCASC about what they are doing.
EAST BAY NORTH LIAISON: Requires a minimum of six (6) months continuous clean time. Responsibilities include:
1. Attend monthly ASC meetings for East Bay North.
2. Bring to East Bay North’s ASC meeting event flyers from EBC and news of what our Area is doing.
3. Bring back event flyers from East Bay North’s ASC meeting and provide a written report at EBC ASC about what they are doing.
VI. AD HOC (SPECIAL) COMMITTEES: Special subcommittees may be created on an as-needed basis to service a short-term need or goal of the ASC, and are disbanded upon completion of the task. An AD HOC subcommittee chairperson is nominated and elected by the EBCASC. The ASC is responsible for outlining specifically what the parameters are for the task at hand and what the deadline is for achieving this goal. The findings of the Ad Hoc Committee are turned over to the ASC to do with as the group conscious dictates.
VII. OPERATIONAL GUIDELINES:
A. Attendance:
1. Each group should be represented by a GSR or Alternate GSR at all regular EBCASC meetings. If a group is not represented at two (2) consecutive meetings, the Outreach
Coordinator will make every attempt to communicate with the group in order to ascertain their status and report the findings back to the ASC.
2. Administrative Committee Members shall attend all regular EBCASC meetings. In the event that a member is not able to attend, the Area Chairperson should be notified as soon as possible prior to the ASC meeting. If two (2) consecutive meetings are missed, the Chairperson shall bring the matter up before the Committee as a whole for discussion, after attempting to contact the Admin Member.
3. Each subcommittee shall be represented by its chairperson (or representative) at all regular meetings of the ASC. If a subcommittee is not represented at two (2) consecutive meetings of the ASC, the ASC Chairperson shall bring the matter up before the
Committee as a whole for discussion, after the ASC Chair or Vice Chair visits the subcommittee to ascertain why representation is not being sent to the ASC.
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4. All members of NA are welcome and encouraged to attend all regular ASC meetings as non-participatory observers. Their group's GSR is the proper channel through which to communicate with the ASC. However, an observer may be called upon to speak at the Chairperson's discretion.
B. Voting Procedures:
1. Voting participants are considered to be all members of the Administrative Committee. (See Page 3, Section IV − Qualifications and Duties of Administrative Committee Members) − except the Area Chairperson, who may only vote to break a tie−and the GSRs (or their alternate in case of absence). If both the GSR and their Alternate are in attendance, only the GSR may vote the group’s conscience. ONE VOTE PER GROUP--ONE VOTE PER PERSON.
a. Tri-Area Subcommittee liaisons and other area liaisons are non-voting
participants.
2. In those cases when the GSRs are asked by the ASC to poll their respective groups for their vote on a particular issue, only the GSRs shall vote; no Admin Officers will vote. 3. Any changes to existing Guidelines—including drafting new Guidelines—will be tabled for one month to allow the GSRs to take the proposed changes back to their groups for discussion.
4. A simple majority vote will suffice in all matters, except those to change the guidelines or those that affect NA as a whole. In these exceptional matters, a two-thirds (2/3) majority of the eligible voting participants present at the ASC meeting is required.
5. All Administrative Committee members and GSRs may make motions, except the acting Area Chairperson, who may entertain motions.
6. Any person elected by the ASC can be removed from the Committee by 2/3 majority of the eligible voting participants present at the ASC meeting.
C. Elections:
1. Elections will be held in November of each year. During the December ASC meeting, both the incoming and outgoing ASC members will serve side-by-side for the purpose of training. The newly-elected members will take over in January.
2. All subcommittee chairpersons and their treasurer(s) shall be elected by the ASC. Any participant can make nominations; however, serious consideration should be given to the subcommittee’s nominee, should there be one.
3. All Administrative Committee members shall be elected by a simple majority of the eligible voting participants present at the ASC meeting. The ASC Chair (or acting chair) may vote to break a tie, though continuing discussion until a consensus is reached is
preferable. In the event of more than two (2) nominations for an office, a second run-off election shall be held of the two (2) top names. Prior to voting, all nominees shall state their qualifications and express a willingness to serve.
4. In the case of a vacancy of any ASC-elected position, elections for the open position shall be held at each monthly ASC meeting until the position is filled.
5. All nominees for open positions will be asked to leave the room during discussion and voting, so as to allow for open discussion and no-pressure voting.
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VIII. MISCELLANEOUS:
A. All Subcommittees of the ASC must have their own guidelines, which are voted on and adopted by the ASC, after being tabled for one month to allow for review.
B. No one should serve more than one elected position at a time.
C. Resignation of ASC Administrative Committee members must be made in person or in writing.
D. The ASC will conduct an Inventory every 2 years in July, at which time regular business will be suspended with the exception of paying the bills and ordering of literature, chips and medallions.
IX. FINANCIAL GUIDELINES:
A. Subcommittee Co-Treasurers: A co-treasurer is needed only in the event that any one committee holds $600 or more in its treasury. Requires three (3) years continuous clean time. Elected at the ASC. Responsibilities include:
1. Accountable for subcommittee funds.
2. Oversee the co-treasurer, if such be the case, with one co-treasurer responsible for the strongbox and the other to be responsible for the strongbox key. (A spare key shall be handled by the ASC Chair.)
3. Attend all subcommittee functions where money will be handled.
4. Deposit funds into the ASC bank account immediately following an event—but no later than the following morning—and notify the ASC Treasurer of this action and the amount deposited.
5. At no time should any funds be kept in a member’s personal bank account or in the
member’s possession longer than overnight before being deposited into the ASC account.
B. Subcommittee Treasurer: To be elected by the subcommittee. Responsibilities include:
1. Preparing a typed financial statement for the committee chair to submit to the ASC. This report should include a disclosure of expenses and any unused funds from the previous month, and a budget of projected expenses for the next month. (The fund request should have a 10-25% buffer above actual expected needs.) Any and all
receipts of monies spent should be attached.
C. Activities Subcommittee Prudent Reserve:
1. Within the ASC bank account, there shall be maintained a prudent reserve fund for the Activities Committee of at least $400 but not more than $1200.
2. It is the responsibility of the EBCASC Treasurer to keep accurate records of the current funds available in the Activities Committee prudent reserve.
3. The Activities Committee is authorized to use any or all of the available prudent reserve as needed for activities approved by the EBCASC.
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4. It is the responsibility of the Activities Committee Treasurer to ensure that sufficient funds are maintained within the prudent reserve.
5. It is the responsibility of the Activities Committee to designate funds to the prudent reserve from the monies brought in by activities.
6. EBCASC will make available, upon request of the Activities Committee, $200 per approved event for the Activities Committee prudent reserve, providing it does not interfere with the financial responsibilities of the EBCASC.
7. In the event that the EBCASC does not have sufficient funds available to meet its current financial obligations, the EBCASC may use any or all of the Activities
Committee prudent reserve fund provided the Activities Committee or its representative is made aware of the situation.
X. THEFT POLICY
A. The Eleventh Concept for NA service establishes the sole priority for the use of NA funds is to carry the message of recovery. The Twelfth Concept gives the East Bay Central Area Service Committee (EBACSC) a mandate from the NA groups that calls for total financial accountability. With this in mind, any misuse of funds which is a willful, unauthorized diversion of NA funds for a purpose other than carrying the message of recovery, cannot be tolerated.
1. Should any ASC trusted servant, Administrative Committee member, subcommittee Chair, or ASC member be found to have misappropriated or misused NA funds or materials, the presiding officer of the ASC, immediately upon calling the ASC meeting to order, must
fully disclose the alleged misuse of funds or materials and the
individual(s) involved. Any member accused of misuse of funds or materials may exercise their Tenth Concept right to redress at this time.
2. ASC ACTION: The ASC, once informed of the misuse of funds, may remove the individual(s) involved “with cause” by a 2/3 vote. Should the ASC remove a member with cause, said individual(s) participation within the ASC is immediately terminated. Additionally, any member removed by the ASC for misappropriation of funds may not hold an elected seat on the ASC or its subcommittees for a period of five (5) years, or a period to be determined by the EBCASC, and/or until restitution is made.
3. RESTITUTION: Individuals removed for misappropriation of funds are expected to make a full restitution of all ASC funds to the ASC Treasurer. Should a member removed for misuse of funds fail to make a full restitution, said member may be subject to criminal and/or civil prosecution by the ASC Administrative Committee.
*Final Version Dated as of February 16, 2019*
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EBCASC GUIDELINES (FINAL VERSION DATED AS OF FEBRUARY 16, 2019)