Area Service Committee Trusted Servants Positions Always Available!
It is not too late to serve your local NA fellowship to support your recovery! Join us at a CWPASCNA meeting to learn more. There are suggested clean time requirements for chair positions, but there is no minimum requirement to help on a committee! There are new exciting opportunities to get involved in this year. We would love to have you join us!
Area Service Committee Positions Open:
Several Positions on the H&I Subcommittee
Get a nomination from your home group and come to the next area service committee meeting to be voted in. Serve to build your recovery and expand your WE!
Area Policies and Guidelines
C.W.P.A.S.C.N.A. AREA POLICY
A. STANDARD POLICIES
1. In all matters not clarified by the current edition of GTLS or Area Guidelines, Robert’s Rules of Order shall prevail as long as they are not inconsistent with the 12 Traditions of Narcotics Anonymous and the 12 Concepts of N.A. Service.
2. All motions must be seconded by a GSR, GSR Alternate, or in the absence of GSR, a Group Representative and shall be submitted to the ASC in writing or the motion dies.
3. All motions affecting Area Policy shall be clearly identified as such in the Area Minutes and the “changes to policy” nature of the motion be drawn to the attention of the Secretary and the GSRs before a vote is taken.
4. A separate log of all policy decisions shall be kept by the Area Chairperson and all Area Officers.
5. C.W.P.A.S.C.N.A. will be a member Area of TSRCNA.
6. Business can be conducted at the ASC with a quorum of 25% or more voting members present at the meeting.
7. The abbreviations M/S/F, M/S/C, or M/S/T are to be used in the minutes instead of names to indicate motion status.
8. The ASC meeting will be held the first Saturday of every month at 10:00 am.
8a. The regular ASC meeting date is subject to change when it conflicts with a holiday or major N.A. function.
8b. The Area’s members will agree upon the new date.
8c. In the event that the ASC meeting is cancelled due to inclement weather, that it be postponed until the following Saturday instead of cancelled to the following month. And in the event that this happens on two (2) consecutive weeks, the P & A committee will get together as soon as possible to do business (pay bills).
9. Any new meeting in the area desiring to join our Area, must be submitted to the ASC, in writing, as soon as possible.
10. Area will donate to new groups starting in our Area a starter kit consisting of 6 readings, 5 of each literature I.P. available, I copy of the 12 Concepts of N.A. Service, 1 “The Group” booklet and a copy of the Policy and Guidelines. Substitutions of equal value are permitted. The total cost of these substitutions shall not exceed the cost of the original starter kit.
11. When a Trusted Servant or Chairperson (excluding Treasurer) cannot be present for an ASC meeting that Trusted Servant is responsible for making arrangements to have another member fill in so business may still be conducted and/or report given.
11 a. The Treasurer must have the Area Chair or Area Vice-Chair substitute for them in case of their absence.
12. Area Trusted Servants and Subcommittee Chairs cannot miss two (2) consecutive service meetings that their position dictates that they attend or they will relinquish their position. Two (2) meetings held on the same day counts as one (1) meeting.
13. MEETING SCHEDULE POLICY
13a. Revisions will be done as needed.
13b. PI will print copies of meetings lists. They will be available to each group as they are needed.
14. AREA ELECTIONS
14a. Area Trusted Servants will be elected in March to work with the outgoing Trusted Servants and take office in April.
14b. Subcommittee Chairs are to be elected in April to take office in May unless otherwise noted.
14c. The 12-Step Unity Weekend Chair will be elected two (2) months following the Unity Weekend.
15. Area will hold a special election in January to elect a BOD Representative.
16. The ASC will use a standing committee format for P & A. The standing committee will consist of the P & A Chair, Area Chair, Vice-Chair, RCM, RCM Alt., Area Secretary and Area Treasurer. The standing committee will be the only voting members.
17. A quarterly inventory of the literature stockpile will be taken for quality control.
B. FINANCIAL POLICIES
1. All financial business of the groups pertaining to Area funds (i.e. literature orders, donations, reimbursements for expenses, etc.) shall be conducted at regularly scheduled meetings of C.W.P.A.S.C.N.A. only.
2. A maximum of $40.00 for travel expenses is allocated for Area Subcommittee Chairs, Area Trusted Servants and Regional Trusted Servants to respective meetings and/or workshops. Funds may be advanced with presentation of the dated receipt(s) to the Area Treasurer. Any difference of expenditures will be reconciled. Any amounts in excess of $40.00 must have Area approval.
3. H & I and PI Subcommittees will be provided with a stipend of no more than $25.00 per month. This does not include literature or travel expense.
4. The C.W.P.A.S.C.N.A. Treasurer is to have a regular income.
5. All financial transactions to the Area from groups shall be in the form of a check or money order. Only the Treasurer will stamp all checks for deposit.
6. Area will purchase numbered receipt books and will maintain a checking account with a required minimum of two (2) signatures, one signature to be a Trusted Servant other than the Area Treasurer.
7. A donation will be made each month to NAWS and TSRSCNA in the amount of $25.00 each when we are at least $50.00 over our Prudent Reserve of $700.00.
8. PRUDENT RESERVE
8a. Prudent Reserve is monies set aside after all expenses for the month have been paid. Our Prudent Reserve shall be set aside for emergency expenses. The amount shall be $300.00.
8b. Activities Reserve of $400.00 to be held in the C.W.P.A.S.C.N.A. account to facilitate all activities, workshops and particularly to provide seed money for the Unity Weekend for the coming year.
8c. The literature stockpile shall be maintained with the dollar value of $1,000.00 with the value assessed at current WSO prices. Literature purchase shall be the total value of the amount of literature sold so that inventory will not fall below $1,000.00.
9. Area will provide funding for all Subcommittee workshops subject to approval by the ASC.
10. The travel expense policy for our Area will be reviewed by the Area annually at the May ASC.
11. All persons handling money at any C.W.P.A.S.C.N.A. function will have a minimum of one-year clean time, a regular income and one-year continuous service at their home group.
12. No Group Treasurer is to serve on the Audit Committee. No Group Treasurer may be a Treasurer for any Area activity, nor may any member of the Audit Committee be a Treasurer for any activity.
13. All expenditures made by any Area Trusted Servant, by any Area Subcommittee Chairperson, by any Subcommittee member or by any designee of these, that are turned in for reimbursement from Area must be accompanied by a cash register receipt or other type of written receipt. Any exceptions must be approved by the ASC.
14. Audit Chair and Area Treasurer are not to be Treasurer on any Activity Committee.
15. Audit Chair is not to hold a Group Treasurer’s position.
16. Each Activity Committee will decide whether to accept personal checks. ASC will not accept funds from Activity Committees that are short of what it is to have due to any bad checks. Any committee accepting checks will be held responsible for the missing money.
17. Two (2) people will audit the books.
18. PROCEDURE TO HANDLE THEFT OF C.W.P.A.S.C.N.A. AREA FUNDS
1a. The Area’s body should ask itself if it adhered to all of its accounting pro-procedures and safeguards.
1b. An audit by two (2) members will be performed.
1c. The individual(s) can be removed from their position.
1d. The Trusted Servants can schedule a meeting with the individual(s) making sure they are informed of the meeting and that they are allowed to state their point of view.
1e. If the individual(s) admit to the theft and set up a restitution agreement of regularly scheduled payments, consider drafting a document and having it notarized.
1f. Inform the individual(s) if this agreement is not adhered to, the ASC may take legal action based on the signed and notarized restitution agreement.
1g. A report about the situation can be published and regular reports can be published until the agreement is satisfied.
2a. In the event that the individual(s) do not respond to the request of a meeting with them after the audit is performed, the Area body can send a registered letter stating that an audit of financial records has been performed and that the facts show that the individual(s) are responsible for the missing money, that repayment is expected and what the consequences will be if the individual(s) do not respond to the letter. Copies of the letter should be placed in a safe place for further reference.
2b. In the event that there is no response to the letter, that repayment is refused or the person disappears, it may be appropriate to take legal action. It is strongly suggested that the decision to prosecute is thoroughly explored
before going ahead, using Area, Regional and World Services as resources.
C. MINUTES / REPORTS / AGENDA
1. C.W.P.A.S.C.N.A. minutes from the previous ASC meeting will not be read at the current ASC meeting. If any errors exist, they will be dealt with as needed.
2. The Area Secretary will have the minutes and agenda to the Area Chairperson for proofreading no later than 10 days after the ASC meeting. Copying and distribution responsibilities are assumed by the Area Chairperson or by a designated Area Trusted Servant. Minutes and agendas will be copied and distributed no later than 10 days prior to the next ASC meeting.
3. Area minutes will be provided to Region in order to keep lines of communication open. Mailing shall be the responsibility of the Secretary or person designated by the Area Chair.
D. ACTIVITIES POLICIES
1. All functions planned by the Area are to be scheduled at least three (3) months in advance of the function, whenever possible.
2. All Area functions requiring Area Funds will have a Treasurer on the Activities Committee who will be held responsible to the ASC for the proper accounting of funds. A budget will be provided for Area voting members for their approval.
3. No gambling of any kind will be held at any Area function.
4. TSRCNA activity flyers will be distributed at each ASC meeting.
5. C.W.P.A.S.C.N.A. will plan, execute and finance three (3) functions per calendar year, one of which will be a Trusted Servants Learning Day to be held prior to Area elections. The second will be the 12-Step Unity Weekend to be held falling between the June 1st –August 31st time frame. The third will be the free annual C.W.P.A.S.C.N.A. Family Day Picnic and Workshop.
5a. The planning, including budget and execution of Trusted Servants Learning Day and the Family Picnic and Workshop, shall be the Responsibility of the Activities Chair.
5b. The planning, including the budget and execution of the 12-Step Unity Weekend, shall be the responsibility of the 12-Step Unity Weekend Chair and Committee.
5c. In the event that the Activities Chair and/or the 12-Step Unity
Weekend Chair positions are vacant at the time prudent for
Planning these activities, the responsibility becomes that of the
Area Vice-Chair, as is current policy.
5d. The budget for each of these functions is to be submitted and
Approved by Area.
August 1998 Policy A6; A18
September 1998 Policy A12; A16
October 1998 Policy B13 – new policy
November 1998 – updated to reflect changes not recorded from 1995/96
May 2001 – updated to reflect changes through May 20, 2001
December 2001 – updated to reflect changes through this date
April 2006 – updated to reflect changes through this date
April 2007 – updated to reflect changes made from 4/06 – 4/07
April 2008 – updated to reflect changes made from 4/07 – 4/08
July 2009 Policy A10; B8
April 2010 – updated to reflect changes made from 4/09 – 4/10; A18 removed; B7
Donation manner change
August 2011 – added Standard Policy 8C; changed Financial Policy 2
March 2012 – updated Financial Policy 7
June 2015 – updated Standard Policy 8, 8C – change of wording; Meeting Schedule
Policy 13B – change of wording; Area Elections 14 – changed D to C;
Financial Policy B8 C – change of wording; Minutes C3 – removed; changed
C4 to C3 – change of wording; Activities D3 – change of wording
GUIDELINES OF C.W.P.A.S.C.N.A.
The name of this committee shall be the CENTRAL WESTERN PENNSYLVANIA AREA SERVICE COMMITTEE OF NARCOTICS ANONYMOUS (CWPASCNA).
The Central Western Pennsylvania Area Service Committee (ASC) will meet on the first Saturday of each month. The meeting location and time shall be approved by the entire ASC.
A. The regular ASC meeting date is subject to change when it conflicts with a holiday or major NA event.
B. The new date will be agreed upon by the Areas’ members.
C. In the event that an ASC meeting is cancelled due to inclement weather that it be postponed until the following Saturday. And in the event that this happens for 2 consecutive weeks that the P & A committee will get together as soon as possible to do business (pay bills).
The purpose of the Central Western Area Service Committee shall be to administer and coordinate the activities common to the welfare of the Narcotics Anonymous Groups within the Central Western Pennsylvania Area, to support the needs of these groups, to serve as a link between these groups and the Tri-State Regional Service Committee of Narcotics Anonymous (TSRSCNA), and to foster unity. For the purpose of these guidelines, the term “Narcotics Anonymous Group” shall be defined as stated in the approved service manual of Narcotics Anonymous.
This Committee shall have two (2) classes of participants only, that of voting, the other of non-voting. Only voting participants shall have voting rights. No person shall hold more than one membership in a class or combination thereof.
A. The voting participants of the committee shall be the Group Service Representatives (GSRs) or in the GSR’s absence, the GSR’s alternate (Alt GSR) or Group Representative of each Narcotics Anonymous Group within the Central Western Pennsylvania Service Area. For the purpose of these guidelines, the term Group Service Representative and Group Service Representative Alternate shall be defined as stated in the approved service manual of Narcotics Anonymous. The Chairperson may vote only to resolve a tie.
B. The non-voting participants of this committee shall be the Chairperson (except as provided in Section II, A) and any other Trusted Servant of the ASC and the Subcommittee Chairpersons who are not specifically assigned voting rights in Section II, A.
C. Any non-voting participant of this committee may introduce motions and participate in debate and discussion. Any such motion must be seconded by a Group Service Representative (GSR) or the motion dies. The ASC Chair may NOT introduce motions or participate in any debate or discussions.
Narcotics Anonymous members not addressed elsewhere in these guidelines shall be classed as observers. Observers cannot make or second motions but may request to address the assembly. The Chairperson has the exclusive right to grant or deny such requests. The Chair’s decision is subject to appeal and may be overturned by a 2/3 majority of voting participants.
ELECTION OF TRUSTED SERVANTS
The Trusted Servants of the Area Service Committee shall be a Chairperson, a Vice-Chairperson, a Regional Committee Member (RCM), a Regional Committee Member Alternate (Alt. RCM), a Secretary, a Treasurer and a Board of Directors Representative (BOD Rep).
All Trusted Servants shall be elected in March of each year. All Subcommittee Chairpersons shall be elected at the regular ASC meeting in April, except for the 12-Step Unity Weekend Chair, who shall be elected two (2) months following the Unity Weekend. However, to align with the Tri-State Regional Service Office (TSRSO), the Area BOD Representative shall be elected in January of each year.
Trusted Servants and Subcommittee Chairpersons shall be elected by a majority vote of the voting participants. Terms of service are one year, with their responsibilities to begin at the start of the April ASC for Trusted Servants and the May ASC for Subcommittee Chairs. Regardless of when a Trusted Servant or Subcommittee Chairperson is elected all positions are open for nominations in the month of March or April (as stipulated above) each year.
No Trusted Servant or Subcommittee Chairperson shall hold more than one (1) Area Service position at a time. No Trusted Servant or Subcommittee Chairperson shall be eligible to serve more than two (2) terms consecutively in the same position. Upon election to an Area Service position, the NA member should resign from any other Area Service positions as soon as practical. NO ASC Trusted Servant shall hold a Trusted Servant position in any other Area, Region or World Service Committee.
An election to fill a vacancy in a Trusted Servant’s position shall occur within two (2) months after the vacancy arises. Notice of intent to fill the vacancy shall be provided. An exception to the above would be made if the Trusted Servant who most recently held that position is reinstated after receiving a majority vote of the GSRs.
Any member of Narcotics Anonymous may submit a nomination through the GSR which represents his/her Home Group at the ASC meeting. Only GSRs and Area Trusted Servants may make nominations at the ASC meeting. A GSR must second all of those nominations. All nominees must be present at the ASC meeting to accept their nominations.
SUGGESTED CLEAN TIME FOR AREA TRUSTED SERVANTS
Area Trusted Servants Elected in March
Area Chair 2 Years plus one year in continuous service at
Home Group level (same position)
Area Vice-Chair 2 Years plus one year in continuous service at
Home Group level (same position)
Secretary 1 Year
Treasurer 2 Years plus steady income, one year continuous
service at Home Group level (same position) NO
EXCEPTIONS; not to be Treasurer of a home group,
Area Subcommittee or Audit Committee
Regional Committee Member 3 Years
Regional Committee Member Alt. 2 Years
SUGGESTED CLEAN TIME FOR SUBCOMMITTEE CHAIRS
Area Subcommittee Chairs Elected in April
Policy & Administration Chair 2 Years
Activities Chair 1 Year plus one year continuous service at
Home Group level (same position)
Literature Chair 1 Year
Literature Vice-Chair 6 Months
Hospitals & Institutions Chair 2 Years
Public Information Chair 2 Years
Convention Program Rep. 2 Years
Outreach Chair 1 Year
Audit Chair 1 Year not to be Treasurer of any other group or
Additional Needs Chair 1 Year
12-Step Unity Weekend Chair 2 Years plus one year continuous service at
Home Group level (same position); election to
follow 2 months after the event is held
Board of Directors Rep. 3 Years election in January
REMOVAL OF TRUSTED SERVANTS
Any member will be automatically removed from their position for non-compliance. A 2/3 majority of the voting members present at the ASC is required to be reinstated.
A. Non-compliance includes, but is not necessarily limited to:
1. Loss of abstinence
2. Non-fulfillment of the duties of their position
3. Two (2) consecutive missed service meetings that the position requires them to attend (includes subcommittee meetings) in the same month (does not include meetings held on the same day)
B. An Area Trusted Servant may resign by providing notice to the Area Chairperson, in advance, prior to the next ASC meeting.
DUTIES OF TRUSTED SERVANTS
The duties of the Chairperson include the following:
A. To locate and maintain a meeting place in which to conduct the Area Service meeting.
B. To open the meeting at the appointed time by taking the chair and calling the meeting to order.
C. To announce in proper sequence, the business that comes before the assembly or in accordance with the prescribed order of the business agenda or with the existing orders of the day.
D. To recognize members or observers who are entitled to the floor.
E. To state and to put to vote all questions that legitimately come before the assembly as motions or that otherwise arise in the course of the proceedings. To announce the results of each vote. To rule out of order any motion made that is out of order.
F. To protect the assembly from obvious frivolous or dilatory motions by refusing to recognize them.
G. To enforce the rules relating to debate and to order and decorum within the assembly when appropriate.
H. To expedite business in every way compatible with the rights of members and observers.
I. To decide all questions of order, subject to appeal, unless when in doubt the Chairperson prefers to submit such a question to the assembly for decision.
J. To respond to inquiries of members relating to parliamentary procedure or factual information bearing on the business of the assembly.
K. To declare the meeting adjourned when the assembly so votes, or, where applicable, at the time prescribed in the program, or at any time in the event of a sudden emergency affecting the safety of those present.
L. To be co-signer of the committee’s bank account.
M. To conduct the meeting with impartiality and fairness.
N. To attend all ASC and P & A meetings.
O. To appoint all Ad-Hoc committees.
P. To authenticate, by the Chairperson’s signature, when necessary, all acts, orders, and proceedings of the assembly.
Q. To appoint 2 Area Trusted Servants to have a post office box key and be able to check the mail.
The duties of the Vice-Chairperson include the following:
A. To serve as Chairperson in the absence of the Chairperson.
B. To coordinate the functions of the Subcommittees.
C. To act as Chair of a Subcommittee in case of absence, loss or resignation of the Chair and Vice-Chair of that committee.
D. To be ex-officio, a non-voting member, of all Subcommittees, with the exception of the P & A Committee.
E. To act as parliamentarian for the ASC meeting unless the task is specifically assigned to another individual.
F. To attend all ASC and P & A meetings.
G. To be a co-signer of the committee’s bank account.
The duties of the Secretary include the following:
A. In the absence of the Chairperson, the Vice-Chairperson and the P & A Chairperson, to call the meeting to order and preside until the immediate election of a Chairperson Pro-Tem.
B. To keep minutes of all the proceedings of the ASC and document attendance for quorum.
C. To make the minutes and records available to NA members upon request and in the manner prescribed by the ASC.
D. To notify the participants of each special meeting, utilizing such method of notification as agreed by the ASC.
E. To type and mail the correspondence of the ASC which is not a function proper to other Trusted Servants or to Subcommittees.
F. To attend all ASC and P & A meetings.
G. Is the only other Trusted Servant other than the Chairperson who can pause the ASC meeting.
H. To pass out attendance sheets at all ASC meetings and transcribe them for the minutes.
I. To be co-signer of the committee’s bank account.
J. To mail a copy of the CWPASCNA minutes to the Tri-State Regional Service Office.
K. To keep a written record of which two (2) Area Trusted Servants have a post office box key.
The duties of the Treasurer include the following:
A. To be the custodian of the committee’s funds.
B. To be co-signer of the committee’s bank account.
C. To make a report of receipts and disbursements at each regular ASC meeting.
D. To disburse funds as necessary in accordance with ASC decisions, when funds are available.
E. To attend all ASC and P & A meetings.
The duties of the Regional Committee Member (RCM) include the following:
A. To represent the ASC at each Tri-State Regional Committee meeting.
B. To provide P & A with additional agenda items, if appropriate, for the next regular meeting of CWPASCNA.
C. To provide a report to the ASC at each regular meeting covering the business of the previous Tri-State Regional Service Committee meeting and any other Area, Regional or World information.
D. To attend all ASC and P & A meetings.
The duties of the Regional Committee Member Alternate (Alt. RCM) include the following:
A. To serve as the RCM in the absence of the RCM.
B. To attend each Tri-State Regional Service Committee meeting.
C. To attend all ASC and P & A meetings.
The duties of the Board of Directors Representative (BOD Rep) include the following:
A. To represent the ASC at all the TSRSO Inc. board meetings.
B. To provide a report to the ASC.
C. To attend all ASC meetings.
Special meetings may be called by the Chairperson of the Area Service Committee and shall be called upon the written request of members of the committee. The purpose of the meeting shall be stated. No business other than that which is stated will be conducted. At least seven (7) days notice shall be given.
The ASC may establish subcommittees as necessary to perform certain duties. These standing subcommittees shall be formed upon approval by the voting members of the ASC. The standing subcommittees of CWPASCNA shall be, but are not limited to:
1. Hospitals & Institutions
2. Policy & Administration
3. Public Information
6. Additional Needs
7. 12-Step Unity Weekend
10. Convention Program Rep.
Any other subcommittee which shall be deemed necessary to carry on the work of the ASC may be created. At the inception of these standing subcommittees, a Chairperson will be elected by the voting members of the ASC. Subsequent Trusted Servants of each standing subcommittee will be elected by the subcommittee members.
All standing subcommittees of the ASC shall create and adopt guidelines which are consistent with the Guide to Local Services of Narcotics Anonymous, the 12 Traditions of Narcotics Anonymous, and the best information available from the World Service Conference in the form of WSC approved handbooks and guidelines.
The guidelines of each standing subcommittee shall be subject to review and approval by the ASC as a whole.
The Area Chairperson shall have the authority to appoint Ad-Hoc Committees for such special purposes as deemed necessary to fulfill specific functions. The purpose, membership and duration of the existence of any such Ad-Hoc Committee shall be specifically designated by the Chairperson of the Area.
Robert’s Rules of Oder may be utilized to expedite the business of the ASC when they are not inconsistent with the 12 Traditions and/or other guidelines.
July 2008 no revisions
April 2009 no revisions