Guidelines for the Texas State Convention Advisory Board of Narcotics Anonymous

Transcription

1 Guidelines for the Texas State Convention Advisory Board of Narcotics Anonymous July 2010 The boards and committees we do organize, we organize on the basis of need only, using the simplest guidelines possible. We organize them solely to serve us, not to establish a complex governing bureaucracy. Narcotics Anonymous It Works How and Why page 193 1

2 Table of Contents Guidelines for the Texas State Advisory Board of Narcotics Anonymous... 1 Table of Contents Name Mission Statement Advisory Boards Affiliation with other Organizations The Advisory Board Terms of the Advisory Board Convention Proceeds Disbursement Suggested Qualifications for Advisory Board members Duties of the Advisory Board members Removal Policy for the Advisory Board Financial Stipulations Convention Logo Bidding for the Annual Convention Bidding for the Annual Convention cont Merchandise Program Amending Convention Committee Guidelines The Twelve Steps of Narcotics Anonymous 12 The Twelve Traditions of Narcotics Anonymous...13 The Twelve Concepts of Narcotics Anonymous.14 The Narcotics Anonymous Service Prayer.15 2

3 1.1 Name The bodies shall be known as the Texas State Convention Committee (Hosting City) and The Texas State Convention Advisory Board. The Convention Committee and Advisory Board policies will apply to the body as a whole. 1.2 Mission Statement The purpose of the Advisory Board and Convention Committee is to plan, coordinate, and conduct the annual Texas State Convention of NA (TSCNA). The purpose of the annual convention is to celebrate recovery through out the State of Texas and in Narcotics Anonymous as a whole. The bodies will provide information about NA, Recovery, practice unity and provide service for our primary purpose of Narcotics Anonymous to stay clean and carry the message of recovery. The State Convention Planning Committees will be a diverse body of Men and Women, from all walks of life. The bodies shall represent the diverse cultures of the State of Texas and Narcotics Anonymous as a whole. So any Addict who attends the convention may overcome the isolation and loneliness from the Disease of Addiction and witness the work of a High Power. 1.3 Advisory Boards Affiliation with other Organizations This corporation, Texas State Convention is a service in which to provide, a function within the totality of the organization known as Narcotics Anonymous. In doing so, it helps fulfill the aims, goals and purposes of that organization and in unison will operate under the guidelines of the Twelve Traditions and Twelve Concepts of Narcotics Anonymous. All members, and officers of this corporation are subject to and shall abide by the principles of the Twelve Traditions and Twelve Concepts of Narcotics Anonymous as set forth in the literature entitled as Narcotics Anonymous and shall serve the following area, and regional services committees as they pertain to the operation of the Texas State Convention of NA: El Paso Area, Texarkana Area, Best Little Region, Lone Star Region, Red River Region, and Tejas Bluebonnet Region. It is herein specifically acknowledged that the Texas State Convention acts as a fiduciary in its dealings with the regional service committees and the fellowship of Narcotics Anonymous. The Texas State Convention of Narcotics Anonymous will receive and manage the net proceeds resulting from the convention and shall distribute those net proceeds according to TEXAS STATE CONVENTION GUIDELINES. Any Narcotics Anonymous member within the above mentioned areas or regions may serve on the TEXAS STATE CONVENTION based on the established guidelines in existence. 3

4 1.4 The Advisory Board The Advisory Board of the Texas State Convention of NA shall assist the Convention Committee with organizing the Convention each year. The Advisory Board shall assume the responsibility for distributing the Seventh Tradition from the annual Convention to the fellowship as it is directed to by in this policy. The Advisory Board drafts a schedule of meeting dates for their respective meetings. The schedule is then approved by the committee as a whole and distributed to all members. 1.5 Terms of the Advisory Board 1) Terms of Advisory Board Members No member may hold two positions. a) Chair Person 5 years b) Vice Chair 5 years c) Secretary 5 years d) Treasurer 5 years e) Policy Chair 5 years f) Last year Hosting City Chair /NA member 1 year g) Last year Hosting City Treasurer/ NA member 1 year h) Current Convention Chair / or Delegate 1 year i) NA member at Large 3 years j) NA member at Large 3 years k) NA member at Large 3 years l) NA member at Large 3 years m) Best Little Regional Liaison TBD by the Region n) Tejas Bluebonnet Regional Liaison TBD by the Region o) Lone Star Regional Liaison TBD by the Region p) Red River Regional Liaison TBD by the Region q) EL Paso Area Liaison TBD by the Area r) Texarkana Area Liaison TBD by the Area 2) The Hosting City Convention chair and the treasure are automatically nominated to the Advisory Board after their term on the Convention Committee has been fulfilled. 3) Advisory Board must serve a maximum of five (5) years and a minimum of two (2) years 4) Advisory Board meeting will start at 12pm and not to exceed 6pm. Time extensions to the meeting require a vote. 5) Any flier that represents the Texas State Convention should have the web-site posted on it. 6) Any NA members present may vote on issues other than a policy change, only the Advisory Board may change policy. 4

5 1.6 Convention proceeds disbursement 1) The 7 th tradition from the Texas State Convention proceeds will be disbursed as follows; a) Off the top expenses include insurance premium and $1800 seed money. A $ minimum or 20% goes to the Advisory Board which ever is the greater amount until a $ cap is reached. When choosing the 20% it shall be divided into 15% for prudent reserve and 5% for yearly operating expenses. b) The rest of the proceeds will be divided as follows with the understanding that as future areas and regions may be added the pie will then be re-divided equally between those areas and regions: 13% to El Paso Area, Hosting Area, Texarkana Area, Best Little Region, Lone Star Region, Red River Region, and Tejas Bluebonnet Region; 9% to World Service Office. c) In order to receive donations from the Texas State Convention all Areas and Regions must have a Texas post office box. d) The Advisory Board must disperse the moneys after the first scheduled Advisory meeting after the conclusion of the convention. 1.7 Suggested Qualifications for Advisory Board Members 1) Recommended Five (5) years clean 2) Experience with an activities committee or prior convention experience. 3) Area or regional experience 4) Advisory Board members must reside within the State of Texas as well as an area or region that receives disbursements from TSC. Unless you are an elected member from a region that borders the State of Texas 5) A move outside the State of Texas may require an automatic resignation 6) Have the ability to exercise patience and tolerance 7) Have a commitment, willingness, time and the resources to serve. 5

6 1.8 Duties of the Advisory Board Members 1) Chairperson a) Presides over the advisory meetings. b) Works with insurance company to get yearly bids for and insurance policy for the yearly convention. c) Assists the treasurer with the CPA to file federal taxes d) Delegates major task; stays informed of the activities, provides guidance, and support for chairpersons. e) Keeps activities within the principals of the 12 Traditions and in accordance with the purpose of the convention. f) Helps resolve personality conflicts; helps foster an atmosphere of teamwork and good communication to prevent premature action on important issues and questions. g) Facilitates the election for the chair and secretary of the Hosting City Committee. h) Signs the Advisory Board APPROVED hotel contract i) Is to post on the TSCNA website, after approval, the minutes of the meeting 2) Vice-Chair. a) The same duties of the Chairperson in the absence of the chairperson. b) Works closely with chairperson to help delegate responsibilies. c) In case of a vacancy of a treasurer, secretary or policy chair positions the Vice-Chair will assume the responsibilities of the chairperson at that time. d) Is the liaison between the web site person and the Advisory Board. 3) Treasurer a) Works with CPA to file yearly federal taxes b) Must have a checking account in good standing and have personal financial stability. c) Maintains the checkbook for the advisory board account and provides a bank statement with a financial statement each Advisory Broad meeting. Makes sure that all account numbers are blacked out before dispersal. d) Is responsible for transfer of all money online and distributes this money accordingly, also sends these transfers and all information to the Convention Committee Chair, Convention Committee Treasurer, and the Convention Committee Registration Chair. 4) Secretary a) Keeps and records accurate meeting of the Advisory Board meetings. b) Experience as group or area secretary. c) Shall post unexcused or excused absences on roll call. d) Is responsible for a P.O. Box in his/her home city and receives all mail addressed to the Advisory Board. 5) Policy Chair a) Writes and updates the Policy for the Convention and for Advisory Board according to the minutes of both convention and Advisory Board meetings. b) Keeps the date current when revisions have been made to policy. 6) Members at Large a) Responsible for inventorying any leftover merchandise from the convention 6

7 1.9 Removal Policy for the Advisory Board The following are grounds that represent the prerequisites for removal. They are NOT meant to imply that removal is necessary in every case in which these grounds are present. They are simply intended as a guide when removal proceedings are instigated. 1) Failure to perform responsibilities and duties. 2) A breach of the Traditions. 3) Malicious misuse of terms and conditions. 4) Unethical conduct inconsistent with the role of an Advisory Board Committee member. 5) Relapse 6) Two consective unexcused absences from Advisory Board meetings. 7) Misappropriation of NA funds. 8) Removal procedure a) May present the motion in writing to the chairperson, stating due cause, prior to the beginning of Advisory Board meeting. b) The respondent is given a rebuttal (if so desired, not to exceed 10 minutes). c) A closed ballot is taken if the respondent is present. d) A simple majority is necessary to remove. e) Voluntary resignation must be in writing and be handed in, ed or faxed to chairperson or secretary before the next Advisory Board meeting. 7

8 1.10 Financial Stipulations 1) Two checking accounts will be maintained: A Texas State Advisory Board Committee account and a Hosting City Convention account. 2) Two signatures are required on checks written on all convention accounts 3) Within 30 days after the convention the committee must hold its final meeting. All final reports and any outstanding expenses must be submitted. All accounts must be reconciled and submitted to the Advisory Board. 4) No check may be personally written for reimbursement purposes to any person for expenses for over $ The Advisory Board Committee prior to the check being written must approve any expenses for the Advisory Board or the expense is incurred and it must be posted in the meeting minutes. Any expenses for future conventions must be approved by the Advisory Board and posted in the Advisory Board minutes. 5) Advisory Board must approve all hotel contracts. 6) Each new Convention Committee will be responsible to open their new account with the bank of their choice when the upcoming convention Chair and Secretary are elected. This account will open with $ of the $ seed money for minor (i.e. postage) operating expenses. 7) The fiscal year is from Aug.31-Jul.31. 8) The Treasure, Secretary, and Policy Chair have the authority to purchase clerical supplies and copies for the Advisory Board meeting, also MUST present approved receipt for reimbursement with the $50.00 policy limit 1.11 Convention Logo 1) The logo design selected by the Texas State Convention Committee shall be presented to the Texas State Advisory Board for approval. 8

9 1.12 Bidding for the Annual Convention 1) When a Hosting City is considering placing a bid to host the annual convention or considering presenting a Letter of Intent to hold a future convention, the NA members of that city should take the responsibility for assessing the resources available in the geographical area. The committee should also take into consideration its local N.A. groups to provide adequate emotional and financial support to reasonably assure success of the convention 2) Bidding Criteria: a) The city seeking to host the annual convention must be located in the State of Texas. b) The bidding city or area should have at least two (2) N.A. meetings duly registered. c) It is suggested that a Hosting City may not bid again for five (5) years after hosting the Texas State Convention. d) The presenters from the city or area should have at least three members in attendance. Two of the members must have a minimum of (5) year clean time when the bid or the intent is presented. e) The bidding city should submit a bid package detailing the resources of the city or area that would be sufficient to insure a vote of confidence from the NA members of the local vicinity. 3) Bid Package a) The purpose of the bid package is to provide the Texas State Advisory Board Committee with as much information about the bidding city as possible in order to select the next Hosting City which has the best resources to reasonably assure the success of the convention. The bid package should contain as much of the following information as possible: b) Hotel/Motel accommodations: room rates, banquet facilities, any other amenities or special discounts. c) Transportation to and from the convention site: shuttle or limousine service, taxi, and or city bus. d) Letters of support i.e. from local community leaders, Mayor, Chamber of Commerce, Businessmen Associations, etc. e) Letter detailing why the city/area should be selected or considered to host the Convention. f) A Letter of Intent expresses the interest of a city or locality to hold a future TSCNA. No earlier than the preceding two years of the current convention date. Continued on next page 9

10 1.12 Bidding for the Annual Convention, continued 4) Bid Selection a) The bid for the next convention will be presented at the convention and the bid must be turned in to registration by noon Saturday for review by the Advisory Board. b) Members presenting bids or letters of intention at the current convention will have a 15 minute presentation to the members and the Advisory Board. c) The Advisory Board may ask questions to the member presenting the bid and will select the Hosting City by a paper ballot. Chairperson and secretary of the Advisory Board will tally the ballot. The choice will then be sealed and opened at the annual convention and announced by the acting convention chairperson at the Saturday night meeting e) All bid packages or Letters of Intent for future conventions must be submitted to the Advisory Board no later than two years preceding the convention date. f) After the Hosting City has been selected the presenter or subcommittee of the bid package should coordinate a meeting with the Advisory Board and schedule an election held no earlier than January of the preceding year to elect the Convention Chairperson and Secretary of the upcoming Convention. The Advisory Board should facilitate the election meeting. g) Before the Advisory Board selects a city or an area that presents a Letter of Intent to host a future convention the Advisory Board may ask the city or area to bring a full bid package to the next Advisory Board for further consideration. 10

11 1.13 Merchandise 1) All merchandise should adhere to the main theme The Journey Continues 2) Any excess merchandise will be turned over to the next Hosting City Chair, which shall retain items for its archives and allot the rest of the items for future convention activities. 3) Shall give an inventory of items 1.14 Program 1) No relatives (including husbands or wives) of the Hosting Area Convention sub-committee or the Advisory Board shall be speakers, nor shall any member of the Hosting Area Convention sub-committee be a speaker Amending Convention Committee Guidelines The guidelines for the Texas State Convention shall be amended only by a majority vote of the Advisory Board. The Convention Committee may make suggestions to the Advisory Board to consider changing or amending any part of the policy. 11

12 The Twelve Steps of Narcotics Anonymous 1. We admitted that we were powerless over our addiction, that our lives had become unmanageable. 2. We came to believe that a power greater than ourselves could restore us to sanity. 3. We made a decision to turn our will and our lives over to the care of God, as we understood Him. 4. We made a searching and fearless moral inventory of ourselves. 5. We admitted to God, to ourselves, and to another human being the exact nature of our wrongs. 6. We were entirely ready to have God remove all these defects of character. 7. We humbly asked Him to remove our shortcomings. 8. We made a list of all persons we had harmed, and became willing to make amends to them all. 9. We made direct amends to such people wherever possible, except when to do so would injure them or others. 10. We continued to take personal inventory, and when we were wrong promptly admitted it. 11. We sought through prayer and meditation to improve our conscious contact with God, as we understood Him, praying only for knowledge of His will for us, and the power to carry that out. 12. Having had a spiritual awakening as a result of those steps, we tried to carry this message to addicts and to practice these principles in all our affairs. 12

13 The Twelve Traditions of Narcotics Anonymous 1. Our common welfare should come first; personal recovery depends on NA unity. 2. For our Group purpose there is but one ultimate authority - a loving God as He may express Himself in our Group conscience, our leaders are but trusted servants, they do not govern. 3. The only requirement for membership is a desire to stop using. 4. Each Group should be autonomous, except in matters affecting other Groups, or NA, as a whole. 5. Each Group has but one primary purpose--to carry the message to the addict who still suffers. 6. An NA Group ought never endorse, finance or lend the NA name to any related facility or outside enterprise, lest problems of money, property or prestige divert us from our primary purpose. 7. Every NA Group ought to be fully self-supporting, declining outside contributions. 8. Narcotics Anonymous should remain forever nonprofessional, but our Service Centers may employ special workers. 9. NA, as such, ought never be organized; but we may create service boards or committees directly responsible to those they serve. 10. NA has no opinion on outside issues; hence, the NA name ought never be drawn into public controversy. 11. Our public relations policy is based on attraction rather than promotion; we need always maintain personal anonymity at the level of press, radio and films. 12. Anonymity is the spiritual foundation of all our Traditions, ever reminding us to place principles before personalities. 13

14 Twelve Concepts for NA Service These concepts have been crafted from our experience. They are not intended to be taken as the law for NA service, but simply as guiding principles. We find that our services are stabilized when we conscientiously apply these concepts, much as our steps have stabilized our lives and our traditions have stabilized and unified our groups. The Twelve Concepts guide our services and help ensure that the message of Narcotics Anonymous is available to all addicts who have a desire to stop using and begin practicing our way of life. 1. To fulfill our fellowship s primary purpose, the NA groups have joined together to create a structure which develops, coordinates, and maintains services on behalf of NA as a whole. 2. The final responsibility and authority for NA services rests with the NA groups. 3. The NA groups delegate to the service structure the authority necessary to fulfill the responsibilities assigned to it. 4. Effective leadership is highly valued in Narcotics Anonymous. Leadership qualities should be carefully considered when selecting trusted servants. 5. For each responsibility assigned to the service structure, a single point of decision and accountability should be clearly defined. 6. Group conscience is the spiritual means by which we invite a loving God to influence our decisions. 7. All members of a service body bear substantial responsibility for that body s decisions and should be allowed to fully participate in its decision-making processes. 8. Our service structure depends on the integrity and effectiveness of our communications. 9. All elements of our service structure have the responsibility to carefully consider all viewpoints in their decision-making processes. 10. Any member of a service body can petition that body for the redress of a personal grievance, without fear of reprisal. 11. NA funds are to be used to further our primary purpose, and must be managed responsibly. 12. In keeping with the spiritual nature of Narcotics Anonymous, our structure should always be one of service, never of government. 14

15 GOD, grant us knowledge that we may write according to Your Divine precepts. Instill in us a sense of Your purpose. Make us servants of Your will and grant us a bond of selflessness, that this may truly be Your work, not ours in order that no addict, anywhere, need die from the horrors of addiction. 15