TORONTO AREA SERVICE COMMITTEE OF NARCOTICS ANONYMOUS. MINUTES FOR: June 12, 2016 Richard H, Chair

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1 TORONTO AREA SERVICE COMMITTEE OF NARCOTICS ANONYMOUS MINUTES FOR: June 12, 2016 Richard H, Chair Prepared By: Siobhan S, Secretary and Sarah C, Alt. Secretary DRAFT Approved Approved as corrected CAMH 33 RUSSELL STREET TORONTO P a g e 1

2 TASC Meeting Agenda July Call meeting to order 2. Opening Procedures i. Serenity Prayer ii. NA Service Prayer, Twelve Traditions, Twelve Concepts iii. Roll Call iv. GSR Orientation v. Approval of the minutes from the last TASC meeting vi. Approval of the agenda 3. Administrative Reports (with questions to follow) i. Chairperson ii. Secretary iii. RCM iv. Treasurer 4. Subcommittee Reports (with questions to follow) i. Activities ii. Clean Times iii. Helpline iv. Hospitals & Institutions v. Literature vi. ORCNA Core Rep vii. Policies & Procedures viii. Public Relations ix. TACC x. Ad-Hoc Committees 5. GSR Meeting Checklist 6. GSR Reports 7. Quarterly Question and Answer Period (Jan., Apr., Jul. and Oct.) 8. Nominations i. Literature Chair ii. RCM iii. TACNA 10 Chair iv. ORCNA Core Rep 9. Elections i. Clean Times 10. Unfinished Business i. Motion ii. Motion iii. Motion iv. Motion v. Motion vi. Motion vii. Motion New Business 12. GSR Points Review 13. Adjourn 14. Clean-Up And Close Meeting P a g e 2

3 TASC EXECUTIVE & SUB-COMMITTEE CHAIRS (See Appendix 1 - Roll Call Sheet for attendance) Position Name Attendance Chairperson Richard H Present Alt. Chair Stephanie V Absent Treasurer Jennifer H Absent Alt. Treasurer Jonathan D Present Secretary Siobhan S Present Alt. Secretary Sarah C Present RCM OPEN Alt. RCM Simone C Present Activities Chair Sarah H Present Clean Times Chair Mitch T Absent Helpline Chair Stefan Present H&I Chair Mike G Present Literature Chair Terry L Present ORCNA Core Rep OPEN Policies & Procedures Mike W Present PR Chair Heather G Present TACNA OPEN CALL TO ORDER SERENITY PRAYER SERVICE PRAYER 10:15 am All Nellie P 12 TRADITIONS John 12 CONCEPTS Marty D ROLL CALL NEW GSR(S) PRESENT All John L Never Too Young Sahara New Found Life Sara N Just For Today (Welcome & Orientation) APPROVAL OF MINUTES APPROVAL OF AGENDA May Minutes Approved June Minutes Approved Approved P a g e 3

4 SUBCOMMITTEE & TRUSTED SERVANT REPORTS * Indicates report attached See Appendix 1 for Role Call Sheets See Appendix 2 for submitted Reports Chair* Secretary* RCM* Treasurer* Richard H. Read and submitted Report Siobhan S. Read and submitted Report Simone C. Read and submitted Report Jonathan D. Read and submitted Report Activities* Sarah H Report submitted and read by Siobhan S. Clean Times Helpline* H & I* Literature* ORCNA Core Rep P&P P R* TACNA 9 Mitch T Gave verbal report Stefan. Read and Submitted Report Mike G Read and Submitted Terry L. Read and Submitted Report OPEN Mike W. Provided Verbal Report Heather G. Read and submitted report OPEN Group Support Forum Adhoc Committee* Stephanie V. Read and submitted report P a g e 4

5 NOMINATIONS POSITION NAME Nominated By Seconded Literature OPEN RCM OPEN ORCNA Core Rep OPEN TACNA 10 OPEN ELECTIONS POSITION NAME ELECTED (Y/N) UNFINISHED BUSINESS: Motion : Motion Maker: Seconded By: Intent: Result: Motion : Motion Maker: Seconded by: Result: To develop an electronic communication policy to be added to current TASC P&P. This policy should include when BCC or CC can be used. Stephanie V David W To develop a privacy policy to refer to Referred to P&P Follow up July To create a formal financial operating procedure for subcommittees of the area that use a bank account that would include a detailed cash flow and budget and bank ledger. Brian A Jennifer H Adhoc to report in August Motion : Motion Maker: Intent: Result: To replace section 11.5 in the TACC P&G hardship packages item d) with policy to be approved by core committee TACC Committee Not to ask members to trade service for a registration fee Referred to P&P to bring back in August Motion : That TACNA chair provides a copy of all signed contracts to both the secretary and the treasurer. Motion Maker: TACC Committee Intent: To follow up and confirmation process/booking Result: Superseded by motion Motion : Motion Maker: Seconded By: To stop printing regional meeting lists and replace them with the PR cards Simone C Paul R P a g e 5

6 Intent: Meeting information changes monthly. It is easier to maintain the ORSCNA website than the printed copy. Printed copies cost extra money. Motion to refer to Motion to Table: For: (21) Against: (2) Abstained: (0) Result: Defeated For: (2) Against: (12) Abstained: (2) Motion : Motion Maker: Intent: To be voted on by the Toronto Area Groups: Group Support Forums (GSFs) be held every other month, before, but not as part of Toronto Area Service Committee Meetings (TASC), from 10-11:30 AM, in a separate room from the TASC meeting, beginning September GSF Adhoc Committee We had a number of discussions about the advantages and disadvantages of holding GSFs on the same day as TASC and on a different day. As a starting point, we think that holding GSFs on the day of TASC but not as part of the TASC meeting is a reasonable compromise for members who want GSFs at TASC and those who don t want them at TASC. First, members have already committed to that time and location and we want to respect the time commitments they have already made. Second, while GSFs are open to the broader fellowship, we see GSRs as the members who will be most likely to bring topics for discussion forward- based on their group needs. Furthermore, GSR s are the ambassadors who are most likely to bring other group members into the forums because they have already committed to being at TASC the 2nd Sunday of the month. Third, TASC, in some way, needs to be the initial single point of accountability for GSFs. It is TASC who has initiated GSFs, and so TASC needs to be responsible for them. We recommend that the GSF Ad Hoc Committee be the responsible TASC appointed body until such as time that GSFs have been established and some structure and continuity is developed. Then the fellowship can make decisions about how to proceed. (Motion ) Motion to Amend: To be voted on by the Toronto area Groups: GSF be held every other month: At TASC or 1. At TASC or 2. Not at TASC Motion to amend Result: Defeated For: (4) Against: (16) Abstained: (2) Main Motion Result: Defeated For: (6) Against: (8) Abtained: (1) Motion : Motion Maker: Intent: To be voted on by the Toronto Area Groups: On the months that a GSF is held, TASC adopt a shortened agenda to only include financial repots, anything requiring area conscience, GSR Points and time sensitive/urgent business. We suggest TASC start at 12:00PM GSF Adhoc Committee Essentially we are recommending that every other month the morning is dedicated focussing on group support and that the afternoon is spent conducting business. We P a g e 6

7 Result: Motion : Motion Maker: Intent: Result: Motion Motion Maker: Intent: Result: are recommending to run GSFs on a trial basis for 6 months, and so we do not recommend any permanent policy changes at this time. We do recommend that TASC waive all policy & procedure that guides the agenda of TASC for the months of September, November and January. A shortened agenda is in line with how both the Hamilton Area as well as the Manitoba Region are running their GSFs and so we have models to work from and mentors to guide us. Out of Order To be voted on by the Toronto Area Groups: GSF s be facilitated by members of the GSF Ad Hoc Committee and the Adhoc Committee status be extended until Feb (when GSF s are received) GSF Adhoc Committee The results indicate that members want open discussion format about issues relevant to the groups. It is also clear that respondents do not want policy driven agendas and procedural discussion formats for GSFs. TASC will be the single point of accountability for GSF s but because the forums would be scheduled separate from TASC meetings, the format will not be guided by TASC policies and procedures. Out of Order To not have the GSF meeting at TASC while TASC is going on. Keep It Real To honor the survey results not in favour of having the GSF meeting at TASC. Out of Order NEW BUSINESS Motion Motion Maker: Intent: Result: That the Toronto Area discuss and decide how we proceed with submitted orders where the prices have changed at region. Do we take a loss on items, or request a change from the groups? Literature The Ontario Region submitted price changes after our last TASC and we need to address the financial impact of ordering items where the revenge is less than cost Withdrawn Motion Substitiute with the following: The TACNA Chair will submit a copy of all signed contracts to the TACC secretary to be included in the minutes. Motion Maker: P&P Intent: This will satisfy the original motion Result: Carried For: (12) Against: (0) Abstained: (8) Motion Motion Maker: If a Sub Committee w/ a bank account does not submit financial reporting for two consecutive months, TASC will inquire as to the reason for this and assist this committee in any way needed to ensure transparent reporting. Sarah H P a g e 7

8 Seconded By: Intent: Additional Notes: Result: Heather G The ensure responsible reporting and prevent long stretches of time where there is no reporting (as has happened recently) To provide support and assistance to subcommittees that may not have knowledgeable treasurer. Likely will need to go to P&P for a recommendation as it affects policy. Referred to P&P bring back in August Motion To run the GSF before or after the monthly TASC meeting but not coincide nor run simultaneously and to not sacrifice any TASC time. Motion Maker: John L Seconded By: Jose A Intent: This is not to sacrifice any of TASC s time. This also to manipulate resources responsibility and not to exclude members Additional Notes: SE London ASC ran a tri-monthly adhoc committee in which we were still able to coordinate TASC business Result: Defeated For: (6) Against: (11) Abstained: (3) Motion Motion Maker: Seconded By: Intent: Result: That the GSF adhoc be advised by TASC to discuss and develop a restructured approach to implementing GSF s in the Toronto Area as soon as possible other than during TASC meeting times or requiring changes to TASC schedule. Michael N Marty D To allow the GSF to utilize the remaining meeting room booking and continue the GSF project without delay Referred to GSF Ad Hoc bring back in August ADJOURNMENT The meeting was adjourned at 2:48pm All present closed in a circle with the Serenity Prayer. Thank you all for coming to this TASC meeting and for doing service work to help carry the message to the still suffering addict. The next TASC meeting is: August 14th, 10:00 am Please encourage new/alt GSRs to attend Orientation session at 9:40am in the CAMH to Cafeteria Room CAMH, 33 Russell Street, Toronto SEE YOU THERE P a g e 8

9 Appendix 1: Roll Call Sheets Page 9 of 32

10 Chair Report TASC Chair report July 2016 Hello everyone and welcome to the July TASC meeting. I hope you all had the opportunity to take last months motions to your home groups for conscience. There was some concern regarding a group motion that was made and the motion makers took it upon themselves to use an old TASC contact list to send out an addressing the motion between meetings. This was done after repeated reminders that no TASC business is to be conducted between meetings. It states in the Robert s Rules of Order that once a motion hits the floor it is the property of the body and no changes are to be made without the consent of that body. As your chair I apologise for your personal s being used but we cannot control an individual s actions. I am hoping that as a body we can move forward with the motions on the table and deal with them all in due process and in a loving and caring way while honoring the governing rules this body has chosen to apply. As always I encourage you all to be supportive of one another and willingly surrender to the group s conscience as defined in our second tradition. This is your meeting, make the most of it and have fun in the process In loving service, Richard H Thanks for helping me stay clean. Richard H TASC Chair Secretary s Report Good Morning Everybody July 10th, 2016 Thank you to those that read the minutes and submitted amendments PLEASE READ THE MINUTES!! If you have made a motion or submitted a report please read the minutes to ensure that they have been recorded correctly. This helps ensure that we have the most accurate copy of the minutes possible. If you are an admin or a subcommittee chair I ask that you please let me know when you activate address so that I can add you to the CC list. Yours in loving service Siobhan Page 10 of 32

11 RCM Report RCM Report TASC July 10, 2016 Good Morning everyone, Before I begin I would first like to apologize for my absence at last month s meeting. I had a family engagement that I had to attend and was unable to make it unfortunately. Thank you for your patience. I just have a few points to cover this month: 1) Next weekend I will be attending the ORSC meeting in Hamilton. It will be held over two days in Hamilton. Since I do not drive I will be putting in a motion today for the cost of one overnight stay of $79.99 (+tax) and a one day per diem. 2) Since the beginning of the year I have been asking GSRs to collect a group conscience on the proposed change to the CANA vision statement. Please pass along your group s conscience to me so that I can take to the meeting next weekend. 3) In May I put in a motion to stop printing regional meeting lists and replace them with PR cards. This motion was referred to the groups. I am looking forward to hearing what the groups had to say and hope to have a decision to pass on at the ORSC meeting. 4) CAR results: Votes Listed as: Yes, No, Abstain, Present, not Voting passed ( Tradition book ) 2. All passed broken down separately 2a b c all passed passed failed failed failed failed failed failed failed passed failed failed failed 5) Open Positions Alt. OCRC 6yrs; Alt. Treasurer 4yrs; ORCNA XXX Alt. Chair 4yrs Thank you for letting me be of service! Simone C Page 11 of 32

12 Treasurer Report July 10, 2016 Good morning everyone! Accounting Our opening balance was $17, After expenses, contributions and income our account balance is $ We have an uncashed cheque for leaving us with Our prudent reserve, which is equal to two month s fixed expenses $1, This leaves us with $ We have floats to maintain totaling $1,948.20, leaving $ We are also holding $2, to pay for our storage locker when the requested invoice arrives. This leaves us with: to move onto other levels of service. We will be making a contribution to Ontario Regional Service Committee of Narcotics Anonymous (ORSCNA) in the amount of $_ and Narcotics Anonymous World Services (NAWS) in the amount of $ unless otherwise instructed by the committee. Administration 1. If you are requesting reimbursement for approved expenses, please submit your receipts and report to me. 2. Receipts for contributions will be placed on the back table for collection by the end of today s meeting. Unless you contributed cash, in which case you will be issued a receipt immediately. Thank you for letting me be accountable for your money, Jonathan D, Alt. Treasurer, TASC Jennifer H, Treasurer, Tasc Page 12 of 32

13 Expense report July 10, 2106 Opening Balance $17, Fixed Expenses Bell $28.17 Monthly Bank Charge $4.95 Meeting Lists (CAMH printer) $ Helpline (AnswerNet answering service) $74.95 TASC Mailbox (Canada Post) $ Total Fixed Expenses $ Variable Expenses Clean Times $ Total Variable Expenses $ Total Expenses $ Contributions to other Levels of Service NAWS $5, Contribution to ORSCNA $5, Total Contributions $10, Revenue Group Contributions $ Total Revenue Closing Balance $ Outstanding Cheques (not yet cashed) $ Actual Balance $ Page 13 of 32

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16 Activities Report Page 16 of 32

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18 Good morning, H&I Report Last month the H&I committee of Narcotics Anonymous opened up a second meeting at CAMH. Recently the staff and residents approached the panel leader of the CAMH meeting requesting we consider hosting an additional weekly meeting. Our committee voted to open a second meeting. The meeting will be held Tuesday mornings at 10:30am. We've also recently identified that there is a need for an additional meeting at CAMH. However our committee feels that this meeting would not be best served as an H&I meeting. We would like to put the word out to the fellowship that there is an opportunity to open a regular NA meeting at or near the CAMH facility. The facility is located at queen and ossington. We currently have an alternate chair position open on our committee, requirements are two years clean. Yours in service, Mike G Page 18 of 32

19 Helpline Report Helpline s Chair Person Report: The Helpline is operating as per usual, getting back to all callers. We however need more volunteers as admins currently work shifts they took upon themselves to fill. We also want to cover all shifts with different volunteers instead of having some individuals filling out multiple time slots. At our last meeting, I requested those in attendance to announce and put emphasis on the fact that we need more bodies in our committee. We also had a chance to go over the second call-log report Brian obtained for me. We found the same pattern of inconsistent coverage with some shifts getting very little coverage if any at all. At this point, we know this to be accurate. We informed volunteers of our findings and ask they correct the situation. This is another reason why we need new volunteers as some of them who have been serving for a long time may have become complacent and may need replacement. On a different note, we have yet had a chance to discuss and analyze the different service provider s opportunity we inquired about recently. We are planning to address in more details how we can possibly change the way we perform service and use our supplier s tools. We will keep you posted. We re also hoping to hold a committee event to encourage unity. We believe the committee would greatly benefit from members getting to know who the other volunteers are. We re thinking about getting together over pizza, in a park. We might need to plan a budget to do so. We ll also need to discuss this further. Finally, we received 22 messages from addicts looking for assistance since the last TASC meeting. Which is the same as last month. Our commercial spots on TV seem to have had very little impact on our numbers. Finally, two new volunteers joined at our last monthly meetings. GSR Points: Volunteers welcome Last Wednesday of the month in the cafeteria at CAMH, 33 Russell Street Always looking for new volunteers to cover shifts, especially now I think that's all for now. Yours in Loving Service, Stéphan S. Page 19 of 32

20 Literature Report TASC Literature Committee Report for July 2016 Hello family, Last month we received an updated Literature Order form from the Ontario Region after the last TASC took place. The new prices took effect on June 25. The Region will not be accepting any new orders until after July 16. Our own Literature order form must now be updated to reflect the new pricing. Many items on the Toronto Area Literature Order form are now below cost. Here are some of the pricing changes that are being made for some of the most common items: 1. The Basic Text is now $18 2. Living Clean is now $15 3. The NA Step Working Guide is now $13 4. The NA White Booklet is now $ Key tags are now $1.00 There are many other changes as well, please see me if you need this pricing. Unfortunately I was not able to produce a copy of the updated Literature form, as there are some problems with my home computer equipment. I will be submitting an updated copy for the website within the next week. Owing to this short notification, this body may have to decide how we want to proceed with orders that are submitted this month. Do we take the loss, or do we ask for groups to resubmit changed orders? Please note that I will not be at TASC next month; someone will have to step forward to take on this responsibility, and hopefully the chair position as well. The following are our GSR points 1. Please ensure that any Literature Order forms submitted in future has a date of July 2016 on the upper left corner of page 1 once they become available. 2. When picking up your orders, please check that they have been filled correctly. 3. Please make sure your cheques are filled out correctly, and are made out to the Toronto Area Literature Committee. Yours in service, Terry L. Page 20 of 32

21 Public Relations Report Page 21 of 32

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26 Toronto Area Service Committee Of Narcotics Anonymous Page 26 of 32

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28 Financial Reporting Adhoc July 10, 2016 Adhoc for Financial Reporting TASC I have met with the subcommittees relevant to the motion referred to the adhoc. The work is continuing. More will be revealed. Jonathan D. Alt Treasurer, TASC GSR Keep it Real Page 28 of 32

29 Appendix 3: GSR Points New GSRs please attend the GSR Orientation at 9:40 am prior to TASC in the cafeteria at CAMH OPEN POSITIONS RCM TACNA 10 Literature Chair ORCNA Core Rep (Suggested Clean Time) 3 years 3 years 3 Years 2 Years NOMINATIONS N/A ELECTED N/A ADMINISTRATIVE INFO Secretary Please be vigilant in forwarding all updated contact information to the secretary.tasc@torontona.org If you would like corrections made to the minutes or additions to the GSR points please also secretary.tasc@torontona.org RCM For more information on events please go to SUBCOMMITTEE INFO Activities: Meets the 2 nd Friday of the month, at 33 Russell Street in room 4088A at 6:00 PM MEETING CHANGE Need an Alternate Chair Please fill out our survey to let us know what activities you would like in the Toronto Area. We need your ideas! We are currently looking for volunteers, game ideas and decorators for upcoming events! Always looking for volunteers Upcoming Events See Activities Schedule for details July 16 Speaker Brunch August 247 Unity Day BBQ/ Postering September 24 Step 11 Co-ed Retreat Day October 29 Halloween Dance November 26 Mini Convention December 25 Christmas Day Marathon Meeting December 31 New Year s Eve Dinner/Dance Clean Times: 33 Russell Street There is no set time please cleantimes@torontona.org Please send your submissions as early as possible, they need to be received at least 2 weeks prior to the TASC meeting to be included. Page 29 of 32

30 Appendix 3: GSR Points Helpline: Meets the last Wednesday of the month at 33 Russell Street in the cafeteria at 7 pm Volunteers are welcome Always looking for new volunteers to cover shifts, especially now Hospitals and Institutions: Meets the 3rd Wednesday, at 33 Russell Street in the cafeteria at 7 pm Alternate chair position open, two years clean time requirement. Opportunity to open regular NA meeting at or near the CAMH facility at queen and ossington. For more information please handi@torontona.org or come to our subcommittee meeting. Literature: 1. Please ensure that any Literature Order forms submitted in future has a date of July 2016 on the upper left corner of page 1 once they become available. 2. When picking up your orders, please check that they have been filled correctly. 3. Please make sure your cheques are filled out correctly, and are made out to the Toronto Area Literature Committee. Policies and Procedures: Meets the Thursday following TASC at 33 Russell Street room 2015 at 7 pm. Public Relations: Meets the Second Tuesday of the month at 33 Russell Street, in room #2015 at 7:00pm The following positions need to be filled: Secretary, alternate secretary, Web Servant & Alternate Web Servant, Meeting List Coordinator Literature Representative and committee members. Groups remember to call the helpline and meetinglist@torontona.org with any meeting changes or updates NA Flyers are available on the resources page of our website along with some short guidelines about putting up flyers. Announce Poster Day at your business meeting and mark the date August 27. Come out to our (your) subcommittee meeting and help us carry the message of Narcotics Anonymous. Home Groups please PR@torontona.org if you would like your login information for group s. GSF Ad Hoc Committee To be held at CAMH for the following meeting dates, all meetings are at 12:30pm: Sunday July 24 (This meeting will be in room 2022) Sunday August 28 (This meeting will be in room 2062) We encourage all members to come out and support and be a part of this adhoc Page 30 of 32

31 Appendix 3: GSR Points Home Groups in Need of Support Faith Over Fear Why We Stay Hunger for Healing One Promise Many Gifts Full Circle Just For Today Lakeside Steps Miracles on Mondays Out In Recovery Recovery 101 need support from members with clean time Never Alone Without Prejudice needs support from women in the fellowship Home Group Notes: Miracles on Monday Moved to the basement. Lakeside Steps meeting is being bounced around due to construction look for signs for where to go. How It Works Meeting is NOW accessible. Without Prejudice Women s meeting in lecture theater on 2 nd Saturday please come and support New Life No animals allowed. NA Foundations Thursday Nooner is back please come out and support Recovery 101 No longer accessible GSR s please be mindful of how many meeting lists and Clean Times you are taking. Do not take more than you need. Page 31 of 32

32 Appendix 3: GSR Points Page 32 of 32