POLICIES AND PROCEDURES
MANUAL 2008

 Page numbers may be affected by changes and updates.

This Policy & Procedure Manual was compiled with motions from the LASCNA as well as any information from Our Guide to Local Service Nowhere is it to be implied that any one individual or group submitted anything (other than clerical and grammatical changes) that have not been approved.

Last updated 5/2007; 4/2008

Subcommittee Chair is stated, this will also refer to ‘and/or GSRA (Alternate) or Subcommittee Vices Chair’)

Activities: Coordinates and plans activities which promote unity and fellowship in the NA program, as well as generates funds. All activities are to be held in accordance with the 12 Traditions of NA.

Ad hoc Committee: An ad hoc committee is set up for a specific purpose and

has a limited life. When the committee has finished it‘s job, it is disbanded. In

creating an ad hoc committee, the ASC should clearly specify what the

committee‘s purpose will be, what authority and resources it will be given, and

how long it should take to complete the job. Then the area chair will appoint a chairperson who will put the ad hoc committee together later. Once the ad hoc

committee‘s work is completed, the committee is dissolved.

Area Service Committee (ASC): A committee created to provide common

services for NA groups in a specific locale. Composed of GSRs‘, ASC officers,

and subcommittee chairpersons. Usually part of a region to which it sends RCMs

RCM Alternate (RCMA):

1. One (1) year clean time.
2. An example of living recovery through the application of the 12 Steps and Twelve Traditions of Narcotics Anonymous.
3. Six (6) months prior experience in the ASC as a GSR or Sub-Committee Chairperson.
4. Time and resources to perform the responsibilities of the position.

RCMA Responsibilities:

1. Assists the RCM.
2. There is a two (2) year commitment for this position. The first year of service is spent becoming familiar with the job, attending all ASC and RSC meetings, and filling in for the RCM, if absent for any reason, or unable to complete his/her term in office. The second year he/she becomes the RCM.

General Louisville Area Service Subcommittee Policy:

1. All matters affecting this Area as a whole must be taken back to homegroups for approval.
2. For simplicity purposes, wherever clean time is mentioned in these guidelines, it refers to continuous clean time. Also for prior involvement refers to continuous prior involvement unless otherwise noted.
3. All Sub-committee chairpersons must have two (2) years clean time.
4. All Sub-committee Guidelines be accepted as part of the P&P Manual.
5. For each Sub-committees submit annually an itemized budget in motion form before a vote is taken to approve them.
6. Before any subcommittee takes an addict to court, that action should be conscious by the home groups.
1. All Sub-committee chairpersons submit a monthly financial statement, which includes:
1. Cash receipts summary (receipts or initialed records must be attached.)
2. Check disbursement Journal (receipts must be attached.)
3. Daily balance journal or income/expense journal.
4. Monthly bank statement.
5. LACNA budget is set at it‘s seed of $3600.00 their only other monthly requirement is a Bank statement and an Income Statement.
7. All subcommittees that have their own checking account have a federal tax identification number assigned by the Internal Revenue Service.
8. An audit of any moneys held by any member or area can be called at anytime if a majority of the voting members so direct.
9. The executive and all other sub-committees must have guidelines, which will be included in the P&P Manual.
10. All guidelines are to be submitted and approved by the Area as a whole, 60 days before the election of the new officers, each year.
11. New guidelines, revisions, and updates must be submitted to the area as a whole, for approval. Each sub-committee‘s chairperson will be accountable for this action.
12. Will acquaint self with the Louisville Area Service Policy.

14. When a Subcommittee Chairperson misses two (2) consecutive meetings, or fails to perform his/her duties, a letter will be sent stating the charges prior to voting. Following the letter, the person may make a rebuttal. Impeachment will be determined by vote at the ASC meeting. Relapse may fall under the heading of "failure to perform duties". It takes 2/3‘s vote of the quorum of the day to impeach. The vote is done by closed ballot.

Last updated 3/2008 (Area Service Subcommittee Policy, cont. on next pg.)

1. If a Subcommittee Chairperson deems it necessary to resign, a letter needs to be submitted to the ASC Chairperson prior to the ASC stating the resignation.
2. Ad-Hoc Sub-Committee to be sponsored by a minimum of 2 members of the home group or sub-committee that brought forth the motion.

General Group Service Representative (GSR) Policy:

1. Will acquaint self with Louisville Area Service policy
2. May be a member of a sub-committee, but not as chairperson.
3. An understanding of the N.A. service structure.
4. An example of living recovery through the application of the 12 Steps and 12 Traditions of Narcotics Anonymous.
5. In addition to this the GSR participates in helping to carry the ASC‘s other specific functions. The attracting of new members, and the aid given to groups with specific situations, are services which require more effort than a monthly meeting.
6. In order for a Homegroup to be listed on the Louisville Area printed schedule, website schedule page, or helpline schedule; the meeting should be in place and be meeting regularly for 90 days.
7. In order to remain on the Louisville Area printed schedule, website schedule page, or helpline schedule, all Homegroups should have a representative stay in contact with the PI subcommittee either by attending ASC at least every two months or by calling or e-mailing the Helpline at least every two months.
8. In order for a Homegroup to be listed on the Louisville Area printed schedule, website schedule page, or helpline schedule, NA groups should adhere to the Twelve Traditions of NA as well as the ―Six Points Describing an NA group‖ found on page 26 of A Guide to Local Services in Narcotics

Anonymous.

Nominations of ASC Officers:

1. Nominations are solicited in October to be brought back to the ASC in November. The elected officials will train for 2 months with predecessor.
2. Nominations of ASC officers and Sub committee chairpersons should be solicited from Home groups and/or Sub committee Chairpersons from within the area.
3. It is recommended that no officer should serve more than two (2) consecutive terms in the same position.
4. No member may hold more than one (1) office at the Area or Regional Level.
5. After each nomination has been seconded, the ASC Chairperson reads the qualifications and responsibilities for that office/position.
6. Each nominee must be present to accept his or her nomination. Written qualifications in the form of a service resume are read aloud and then turned in to the ASC Secretary. (Use current form of service resume.)
7. After accepting nominations, the ASC Chairperson will ask if there are any other nominations. If not, a motion to close nominations is then solicited.

Elections of ASC Officers:

1. When an individual is running unopposed, a 2/3 majority is required for election.
2. When two (2) or more individuals are running for the same position, simple majority rules for this election.
3. In the case of a tie, the ASC Chairperson acts as the tiebreaker. If the ASC Chairperson abstains from breaking the tie, those nominations become null and void (moot).
4. An individual must be present to accept the position to which they have been elected at the ASC meeting when votes are counted. If the individual is not present to accept the appointment, the position will then be re-opened for nominations.
5. Upon election, members shall resign from all other Area service positions except as a member of a Sub committee, Home group Secretary or Home group Treasurer.
6. After elections occur, the term of that position (or those positions) begins at the close of business at January ASC meeting.
7. Should an office be vacated in the middle of the term, the ASC Chairperson shall appoint a temporary until standard nomination and election procedures can be followed to fill the vacated position. Temporary appointments by the chairperson are subject to 2/3 majorities of the GSRs present at the time of the appointment. Appointees must meet requirements of positions to which they are being appointed. Acceptance of any nomination must be accompanied by written qualifications in the form of a service resume.

Last updated 10/2007

Motions & Voting Procedures:

When GSR or Subcommittee Chair is stated, this will also refer to ‘and/or

Amendment:

During debate on a motion, if a member feels that the motion would benefit

from a change in its language, that member can say. ―I move to amend the motion…‖ and suggest specific language changes in the motion. Ordinarily, an amendment must be moved and seconded before it can be debated. When debate on the amendment is exhausted, the body votes on the amendment. Then, debate resumes on the merits of the main motion (as amended, if the amendment has carried). When debate is exhausted on the merits of the main motions itself, a vote is taken and the body moves on to the next item of business.

Friendly Amendment:

If an amendment is offered and the persons making and seconding the original motion accept it, no second is required, no debate is called for, and no vote need be taken on the amendment; debate proceeds as if the main motion had been formally amended.

Purpose of the H & I Subcommittee:

The H&I subcommittee exists to carry the Narcotics Anonymous message of recovery from addiction to residents of facilities who do not have full access to regular NA meetings. H&I meetings are intended to introduce the basics of the Narcotics Anonymous program to those attending.

Functions of the H & I Subcommittee:

This subcommittee functions as per the area request. The subcommittee holds a monthly business meeting to distribute literature and discuss issues of concern. The subcommittee communicates and disburses all information from its H&I meeting through its Panel Leaders. The Subcommittee, through the consent of the Area, conducts workshops orientations and learning days on H&I topics to ensure unity and to make available information to those that request it within the area. The subcommittee also provides a representative to Area Service and to the Regional H&I Subcommittee. We coordinate the development of new meetings and with PI, make presentations to facilities. The Panel Leaders and Panel Coordinator maintain communication between the facility and H&I. The Subcommittee is responsible for holding Subcommittee members accountable for their responsibilities.

H & I General Information:

Any recovering addict with a clear and consistent NA message who is willing to share is well suited for H&I service work. Any member of the H&I Subcommittee is automatically disqualified from further H&I activity upon relapse, but may become eligible when he or she can conform to the requirements in these guidelines.

Being clean, for the purpose of this Subcommittee, shall be defined as abstinence from all drugs. A subcommittee member attains voting status upon attending (2) consecutive business meetings. Loss of voting status occurs after missing (2) consecutive business meetings. H&I business meetings are open to all NA members and participation is encouraged. H&I facility meetings are closed to outside participation. NA members from the outside should attend an H&I meeting only when invited by the Panel Leader. Any change in policy, or addition to policy, will require a 2/3 vote of the Subcommittee. The H&I Literature distribution person furnishes these guidelines to each Subcommittee member so they will be aware of their responsibilities. Dismissal of any H&I Subcommittee member or any H&I Subcommittee commitment requires a 2/3 vote. Quorum shall be 2/3 of members with voting status.

(H&I, continued on next pg.)

H&I Annual Budget:

Literature: $ 3600.00
($20.00 per meeting X 12 months x 11 meetings)
Rent: $ 180.00
($15.00 per month x 12 months)
Learning Day: $ 250.00
(Room rental, literature, sound equipment, etc.)
Postage, copies, etc. $ 250.00
(Facilities correspondences, presentations, etc.)
Total for year: $ 4280.00

Receipts for copies, etc shall be turned in monthly to the Area along with Subcommittee report. Checks for rent, supplies, etc shall be picked up monthly at the ASC meeting.

Agenda for H & I Subcommittee Meeting:

1. Open the meeting with the we version of the Serenity Prayer.
2. Read the 12 Traditions.
3. Take attendance (to establish voting status and quorum).
4. Read and approve the minutes from the previous meeting.
5. Report of budget expenditures including literature disbursement.
6. H&I Panel Coordinator‘s report.
7. H&I Panel Leader‘s reports.
8. Old Business.
9. Elect Officers (if necessary)
10. New Business.
11. Schedule next Subcommittee meeting.
12. Close meeting

H & I Literature Distribution Person: (This is a 1 year commitment.)

1. A minimum of 1 year clean time. 3 months prior involvement with H&I. Definition of involvement:

a. Attendance at past 3 business meetings.

1. Working knowledge of the 12 steps, 12 traditions and H&I guidelines.
2. Keeps a continuing record of literature distributed to all H&I meetings.
3. Gives a written and verbal report at the regular H&I Subcommittee meetings on the literature distributed.
4. Works with the Chairperson to insure that necessary literature is obtained from the ASC as per the H&I Subcommittee budget.
5. Ensures that the requests for literature from Panel Leaders does not exceed $15 per month.
6. Within the guidelines of the Subcommittee, may enlist the help of other members as needed.

H & I Panel Coordinator: (This is a 1 year commitment.)

1. A minimum of 1 year clean time. 6 months prior involvement with H&I.

Definition of involvement:

a.

Attendance at past 6 business meetings.

b.

6 months experience as Panel Leader in a responsible manner.

1. Instructs Panel Leaders of the facilities requirements, regulations, and general rules covering H&I meetings.
2. Maintains regular contact with Panel Leaders.
3. Keeps an open line of communication within the facility.
4. Call upon the trusted servants and general membership for any necessary assistance.
5. Ensures that monthly report is obtained from each Panel Leader.

(H&I, Officers cont. on next pg.)

Panel Leader: (This is a 6 month commitment.)

1. A minimum of 1 year clean time. Establishes and maintains voting status.

a.

Suggested attendance at all of the area‘s H&I meetings to become better acquainted.

b.

Previous experience as Panel Member.

1. Working knowledge of the 12 steps, 12 traditions and H&I guidelines.
2. Leaders will be elected by the H&I Subcommittee at its regular business meeting.
3. Decides the format of the meeting.
4. Selects members of the fellowship to be Panel Members, usually from the Panel Members list.
5. Responsible for the meeting starting and ending on time.
6. Any problems should be reported to the Panel Coordinator and then included in their regular report to the H&I Subcommittee.
7. May resign by giving notice to the H&I Subcommittee.
8. Will be subject to removal from the panel assignment because of absence without prior notice and for not making adequate arrangements for replacements to conduct a meeting, upon group conscience of Subcommittee.
9. Whenever possible, will inform the Panel Coordinator well in advance when unable to conduct a regularly scheduled meeting.
10. Shall inform the panel members of rules of the facility and this Subcommittee.
11. Shall be present at each Subcommittee meeting and shall submit a written report regarding the meeting they lead, In the event of an excused absence (achieved through contacting the Chairperson) the Panel Leader is responsible for submitting a written report to the secretary.
12. Shall be responsible for submitting a literature request form for their meeting.

H & I Panel Members:

1. 6 months clean time.
2. Willingness to share experience, strength and hope.
3. Familiar with 12 steps and 12 traditions, H&I guidelines and the H&I handbook.
4. Will always keep in mind that they are representatives of NA and will conduct themselves responsibly.

H & I Silent Panel Members:

1. 30 days to 6 months clean time and willingness to learn and listen.
2. Will become familiar with the 12 steps and 12 traditions of NA, the H&I guidelines and the H&I handbook.
3. Will always keep in mind that he or she may be seen as a representative of NA and should conduct themselves responsibly.

(H&I, cont. on next pg.)

Other H & I Requirements:

ALL MUST BE REVIEWED WITH ANY GUEST BEING TAKEN INTO ANY H&I MEETING *This is only a partial list of the requirements --please consult H&I handbook for specifics.* All panel members must have the proper clearance from the proper authorities and meet the clean time requirements set by the facility H&I to enter a facility. It is the responsibility of the Panel Leader to insure that all people attending any H&I meeting fulfill the necessary requirements and that all are familiar with these—guidelines and procedures. Any H&I members carrying the message through H&I must keep in mind at all times the following general rules which govern ALL meetings in ALL facilities:

*

It is unacceptable to bring any drugs or weapons onto the grounds of any facility

*

It is unacceptable to give or take any money to/or from a resident

*

You are not to bring gifts or money in exchange for articles made by residents

*

If offered gifts, we always thankfully decline

*

You are also not to accept articles made by residents to be sold on the outside

*

It is unacceptable to give or take any correspondence of any type from a resident while visiting the facility

*

It is acceptable to make Narcotics Anonymous literature available, at the

facilities‘ discretion

*

Guest and visitors will not discuss employment, lodging, etc. (either the promise of, looking for, or the searching of

*

Obscene or vulgar language and off-color jokes are deeply frowned upon by the facility and many of the residents

These GUIDELINES and PROCEDURES exist so that a smooth and consistent program can be maintained for the benefit of the addicts being served in the hospitals and institutions. Any unusual situations that might arise should be discussed with the elected trusted servants of H&I who, in turn, will take steps to get clarification from the facility authorities. Individual members of H&I should not attempt to discuss any problems encountered in a meeting with the personnel of the facility in question. This is the responsibility and duty of the Panel Leader and Coordinator. Adherence to these guidelines will minimize confusion and misunderstanding within the H&I membership itself and with

other facilities we serve. Failure to comply with any facility‘s regulations could

result in the cancellation of the H&I meeting scheduled in the facility.

(H&I, cont. on next pg.)

Most regulations, covering facilities, are clearly defined by statutes. Violations of regulations could bring legal action against violators and put NA in bad light. REMEMBER YOUR ACTIONS REFLECT NOT ONLY ON YOURSELF, BUT ALSO ON NA AS A WHOLE. MOST IMPORTANTLY: ADVERSE BEHAVIOR COULD DEPRIVE AN ADDICT OF THE HELP THEY ARE SEEKING FROM YOU AND OTHER FACILITIES WE SERVE.

Louisville Area Convention Committee (LACNA) Guidelines

The Louisville Area Convention is an ongoing, annual event held in the third weekend in January. This convention is sponsored by the Louisville Area Service Committee to foster unity and the celebration of recovery. The Louisville Area Convention Committee is a Sub-Committee of the Louisville Area Service Committee and is responsible to the same.

General Purpose

Conventions are held by members of Narcotics Anonymous to bring our membership together in the celebration of recovery. Meetings, workshops and other activities are scheduled to encourage unity and fellowship among our members. Because conventions are sponsored by the service committees of Narcotics Anonymous, they should always conform to Narcotics Anonymous principles and reflect our primary purpose.

The LACNA Convention is managed in such a manner as to accomplish three goals:

1. Provide a suitable celebration of recovery
2. Be financially responsible

3. Minimize the expense to those attending Effort should be exerted to balance these objectives in planning this convention.

LACNA Convention Committee

Hosting a convention is a tremendous responsibility that requires significant planning, dedication and effort. Conventions can be complex and overpowering endeavors. Therefore, effort should be made to select people who have had prior convention experience. The planning of a convention requires the combined efforts of many people. This is done to ensure continuity of effort. Although some members change from year to year, enough experienced convention planners usually remain to ensure an effective planning process.

The seed money for this committee will be set at $3,600.

(LACNA, cont. on next pg.)

LACNA Convention Committee Meeting

All Convention Committee Meetings should take place at a regularly scheduled time and location. They should also follow the current edition of the Louisville Area Convention Committee Guidelines. The purpose of these meetings is to gather and share information regarding the planning and carrying out of the convention. Effort should be made to encourage support and participation from all members. Care should also be exercised to involve as many groups and individuals as possible.

The LACNA Convention Chairperson is an eighteen (18) month commitment. The Chairperson is elected in May by the LASCNA. This allows him/her to attend the Convention Committee Meetings of the prior convention for six (6) months. This helps the Chairperson to gain an understanding of how a Convention Committee should work. This chairperson will preside over Convention Committee Meetings and business for the convention he/she was elected to chair.

Election of officers should be based upon qualifications and experience and be done after two (2) consecutive business meetings. A description of Executive Committee Members duties is presented in these guidelines.

Voting privileges are extended to all addicts and members of the Convention Committee, (excluding the Chairperson), who participate on a regular basis. A regular basis constitutes attendance at two consecutive meetings. All subcommittees hold separate meetings prior to Convention Committee Meetings. The Subcommittee Chairpersons submit written reports, recommendations and other details about their areas of responsibility.

Convention Committee meetings are scheduled monthly until four months prior to the convention, at which time they take place every two weeks. It is only until two months prior to the convention that the committee schedules meetings weekly. It is advisable to schedule two or three hours to conduct business.

(LACNA, cont. on next pg.)

The Louisville Area Convention Committee (LACNA) Meeting Agenda:

1. OPENING – begin with a moment of silence asking all members to reflect on their involvement, thinking about whom they serve and why. Follow this with the Serenity Prayer and a reading of the TWELVE TRADITIONS.
2. Read and approve the minutes from the last meeting.
3. Chairperson‘s report (review progress to date and relay recent information)
4. Vice-Chairperson‘s report (review progress if needed)
5. Treasurer‘s report (update on expenses and new balance)
1. Subcommittee‘s reports (includes goals and progress of each committee – make sure that all committees turn in written reports and any financial reports!!)
1. Hotels & Hospitality
2. Functions & Fundraising
3. Serenity Team
4. Registration
5. Arts, Graphics & Merchandising
6. Programming
6. Old Business – business carried over from last meeting
7. 15 Minute Open Forum between Old and New Business
8. Optional – 5 minute break
9. New Business – business to be undertaken before the next meeting – go in order of committees
10. 7th Tradition
11. Discuss any other concerns and establish the next meeting time
12. Closing Prayer

(LACNA, cont. on next pg.)

LACNA Convention Committee

The Convention Committee is generally made up of those who were involved in the preliminary planning process. However, membership is opened to all of the fellowship. The Convention Committee consists of an Executive Committee, Subcommittee Chairpersons and attending members. The Executive Committee and Subcommittee Chairpersons are identified as follows:

1. Executive Committee

a.

Chairperson

b.

Vice Chairperson

c.

Secretary

d.

Treasurer

2. Subcommittee Chairpersons:

a.

Hotels & Hospitality

b.

Functions & Fundraisers

c.

Serenity Team

d.

Registration

e.

Arts, Graphics & Merchandising

f.

Programming

Requirements and qualifications for the Executive Committee and Subcommittee Chairpersons of the Louisville Area Convention Committee are as follows:

1. Clean time requirements Chairperson – 5 years Vice-Chairperson – 5 years Secretary – 1 year Treasurer – 5 years Subcommittee Chairs – 2 years
2. Working knowledge of the Twelve Steps and Twelve Traditions of NA
3. Willingness to give the time and resources necessary
4. Willingness to exercise spiritual principles
5. Active participation in Narcotics Anonymous
6. Missing two consecutive meetings or failure to perform duties, as outlined under the guidelines of specific positions, constitutes impeachment
7. Willingness to implement Louisville Area Convention Committee Guidelines
8. Must attend all business meetings until ALL current Convention Committees business is concluded
9. All subcommittee fliers must be approved by LACNA Committee prior to distribution
10. No Trusted Servant can hold more than two (2) consecutive terms in the same position of the LACNA Convention Committee.
11. A receipt book will be used by the convention Treasurer and any other committee member where any monies are exchanged. The money will be counted by both members who are exchanging money with the total amount put down on the receipt and both committee members signing the receipt.

(LACNA Committee, cont. on next pg.)

LACNA Executive Committee

The Executive Committee carries out the conscience of the overall committee. It functions as the Administrative Committee of the convention and holds separate, periodic and special Subcommittee Meetings. Its function is to ensure that the various subcommittees work together; and to assist subcommittees that may need extra help. The members of the Executive Committee discuss the performance of the subcommittee as well as the budget and other matters that effect the convention. The results of these discussions are included in the reports at the Convention Committee Meetings.

As soon as possible, the Executive Committee drafts a schedule of meeting dates for the Convention Committee. This schedule is then approved by the Convention Committee and distributed to all members. It is advisable to choose a particular day on which meetings are held and schedule all meetings on that day throughout the duration of the planning period.

The Executive Committee also makes regular reports to the Louisville Area Service Committee. Comments and suggestions are included in the

Chairperson‘s report at the beginning of each Convention Committee meeting.

LACNA CHAIRPERSON – demonstrates stability in local community, and administrative abilities

1. Organizes subcommittees and delegates major tasks to specific subcommittees, stays informed of the activities of each subcommittee
2. Helps resolve personality conflicts
3. Keeps activities within the principles of the Twelve Traditions and in accordance with the purpose of the Convention
4. Monitors the fund flow and overall Convention cost, and helps to organize subcommittee budgets

(LACNA Chairperson Responsibilities, cont. on next pg.)

1. Prevents important questions from being decided prematurely, in order to foster understanding by the entire committee prior to action
2. Allows the subcommittees to do their job while providing guidance and support – subcommittees should be given trust and encouragement to use their own judgment
3. Votes only to break a tie
4. Chairs the Convention Committee Meetings
5. Makes a report to the Louisville Area Service Committee on the progress of the Convention planning
6. Carries a second term in an advisory capacity, for the following Convention Committee
7. Stays informed of the activities and procedures that go along with the Louisville Area and Kentuckiana Region to avoid conflicts in scheduling or procedures
8. Visits every subcommittee meeting at lease twice.

LACNA VICE-CHAIRPERSON – Personable and familiar with all committee members, demonstrates stability in local community and administrative abilities

1. Acts as the Chairperson if Chairperson is unavailable
2. Attends sub-committee meetings, if asked, in order to ensure that they get the necessary support to do a good job
3. Works closely with the Chairperson to help delegate responsibility to subcommittee chairpersons
4. Visits every subcommittee meeting at least twice

LACNA SECRETARY – Demonstrates good communication skills and proficiency to assure accurate minutes

1. Keeps minutes for all Committee Meetings and sub-committee reports
2. Makes copies for Executive Committee and sub-committee Chairs
3. Maintains a list of names, addresses and phone numbers of committee members for committee use
4. Keeps extra set of minutes, updated after each committee meeting, for members who request a complete set

(LACNA Executive Committee, cont. on next pg.)

LACNA TREASURER – demonstrates stability in local community, accounting skills, service experience with convention or other large-scale fellowship activities, accessibility to other committee members, especially the Registration Committee

1. The $3600 dollars per year seed money is provided from the Louisville Area, the treasurer is responsible for opening a new bank account for the current LACNA Committee. The signatures required for the account are any two of the three signatures, which are the Convention Committee Chairperson, Vice-Chairperson and Treasurer
2. Writes all checks and is responsible for collecting receipts from subcommittees for monies paid out
3. Responsible for all monies, including revenues from registrations, pays all bills and advises the Executive Committee on cash supply, income flow and rate of expenditures
4. Reviews subcommittee budgets and keeps them on track after receiving subcommittee budgets
5. Each check will require two signatures. Additionally, a complete Treasurer‘s report should be submitted to the Louisville Area Service Committee within three months of the convention, along with fund distribution and a final statement of closed account
6. The Convention Committee Treasurer is the only one who handles the checks
7. Saves all receipts in case the IRS audits you
8. Keeps a receipt book on all cash received transactions, with a signature from both parties
9. Responsible for making frequent deposits in the checking account prior to the convention and nightly deposits during the convention to avoid large amounts of cash and/or checks being mishandled
10. Is responsible for providing a financial report to the Chairperson prior to the ASC meeting to be turned in with the normal report
11. A statement from the bank will be attached to the written financial statements to be turned in by the Treasurer on a monthly basis

Helpful Hints For LACNA Budgets

The importance of making a budget for the Convention Committee and Sub-Committees needs to be emphasized at the beginning of planning. The Committee should list as many financial responsibilities as possible. Most of the Subcommittees, with the exception of the Functions & Fundraising and Hotels & Hospitalities, should write a budget and adhere to it fairly closely throughout the planning period.

(LACNA Budgets, cont. on next pg.)

Budgets for LACNA Sub-Committees

LACNA Hotels & Hospitality:

Projects attendance figures before setting a budget. This is the most difficult area to budget, because we can never be sure of attendance. A reasonable projection of participants should fall between 10-20% above the previous

LACNA‘s attendance total (i.e., rooms, registrations, etc.)

Budget to include:

1. Cost of the hotel and all charges resulting from convention costs at the hotel
2. (i.e., rooms, services, facilities, coffee, banquet and brunch, and setup charges if applicable)
1. All food and beverages for the Hospitality Room
2. Meeting space for CC meetings prior to the convention (when held at hotel), if applicable
3. Additional expenses – supplies and or services (i.e., paper, copies, etc.)
4. All costs involved in providing services and equipment for workshops and speaker meetings (i.e., PA, microphones, lighting, etc.)

LACNA Functions & Fundraising:

Sets an adjustable budget for all entertainment and services provided for all fundraisers leading to and including the convention.

Budget to include:

1. Itemized budgets must be turned in and approved prior to EACH function. This includes: entertainment, costs of food and beverages, set up charges (if applicable), advertisement (i.e., printing and copying), supplies (i.e., cashbox, receipt books, etc.) and start up change of $50. This budget should also include any long distance calls to be made (with receipt of phone fill presented for reimbursement)
2. All literature and key tags needed for functions leading to convention

LACNA Serenity Team: Budget to include:

1. A set budget to include all costs of providing safety and direction at functions leading to and including convention

(LACNA Budgets, cont. on next pg.)

LACNA Registration:

Estimates the cost for what is needed to fulfill duties.

Budget to include:

1. Supplies for duties (i.e., ledgers, envelopes, postage, receipt books, etc.) leading up to and including the convention.
2. P.O. box charges if applicable
3. All costs involved in printing, copying and mailing of flyers for convention as needed.
4. Charges for long distance calls to be made (with reimbursement upon receipt of phone bill)
5. $50 start up change as needed for registration set-ups at functions
6. $50 start up change for convention
7. Complete registration packages for all main speakers at convention

LACNA Arts, Graphics & Merchandising:

Estimated cost of what is needed for duties

Budget to Include:

1. All costs involved in designing of logo and theme
2. All costs for sales and promotions of convention merchandise leading to and including the convention (i.e., mugs, shirts)
3. All costs involved in design and printing banners for the convention
4. All costs of art supplies involved in creating signs for functions leading to and including convention
5. Charges of long distance calls to be made (with reimbursement upon receipt of phone bill), faxes, mailings involved in committee business
6. $50 start up change for sales at convention
7. Supplies (i.e., ledger, receipt books, cash box)
8. Refusal clause should be negotiated into contract with samples available five months prior to the convention merchandise

LACNA Programming:

Estimates cost of supplies and services to carry out duties

Budget to include:

1. All cost from design, art, printing and copying of program for convention
2. All costs for transportation and hotel rooms as well as complete registration packages for main speakers at convention
3. Charges for long distance calls to be made (with reimbursement upon receipt of phone bill), faxes, mailings involved in committee business
4. All literature and key tags needed for distribution at convention

(LACNA Subcommittees, cont. on next pg.)

LACNA Subcommittees

Nominated or appointed from Convention Committee members, the Subcommittee Chair should have general qualification as outlined in the qualification section. Specific service or vocational experience should be considered prior to election or appointment. It should be clearly understood that each Subcommittee Chair have service responsibilities to perform until ALL Convention Committee business is dissolved. This is not the last day of the convention!!

Subcommittees are vital to the convention and individuals should expect to be replaced if they are unable to serve for any reason. Naturally, relapse necessitates replacement. This is because we are as concerned for the member, as we are for the service responsibility. Each Subcommittee has only one chairperson who then recruits committee members. A list of subcommittees is provided in this manual, although other committees can be established if needed. Experience has shown, however, that most other responsibilities can be incorporated in the framework provided.

Subcommittee meetings operate according to the Louisville Area Convention Guidelines. This ensures that meetings are run smoothly and that business is conducted in an orderly fashion. Each Subcommittee Chairperson should be aware of what responsibility each member has assumed and make sure that every task that is assigned is carried out.

Subcommittees will maintain accurate records of the activities of their committee as well as all correspondence. Financial reports, including needs, expenditures, and receipts are included with each subcommittee report. Receipts are copied in triplicate for with original going to recipient, second going to the treasurer and the third copy remaining in the books for subcommittee records. All original reports MUST be turned in after the closure of committee business after the convention.

The subcommittees of the convention work together. It is suggested to search first within the fellowship for any goods or services for the convention. At the onset, each subcommittee should decide whether or not it will use the services of another committee or address that particular issue itself. Although either way is effective, remember that cooperation and consideration are the keys that will make it work.

A summarization from each subcommittee and all Executive Committee Members will be turned in at the final convention committee meeting, to assist the incoming Convention Committee.

(LACNA Subcommittees, cont. on next pg.)

LACNA Hotels and Hospitality

This subcommittee should consist of:

Chairperson: Will conduct business meetings, make sure that the duties of the committee are carried out, and make progress reports to the Convention Committee in writing.

Vice Chairperson: To act as chairperson if necessary and assist the Chairperson throughout the planning of the convention including the convention itself. Secretary: To record the minutes of the subcommittee

The workload of each committee member will probably be determined by the committee itself. There is probably no set formula for determining the size of this subcommittee. What worked for one convention may not work for the next. However, there is a set of objectives that need to be accomplished. Perhaps it would be best to weigh these out, and then determine who on this committee will be able to perform what tasks.

The first objective is to project an attendance figure in order to help determine the amount of meeting space that will be needed. The projected figure need not be exact, although using criteria from previous conventions should help committee members to project a reasonable figure by which to work with. These figures can be obtained by working with the Registration Subcommittee.

Once comfortable with the projected attendance figure, they can plan how much meeting space will be needed, how the space can be utilized most effectively, and what would be the lowest possible expense. It would be wise to have alternative plans of action incase the actual attendance is be higher or lower than the projected figure. Keep in mind the possible need for unscheduled meeting rooms.

The next task that needs to be completed is the selection of a convention site. Work should be started on this as soon as a chairperson is selected.

Contacting the Louisville Area‘s Convention Bureau should be taken into

consideration in order to insure the maximum number of bids possible. Please be aware that not all hotels in this area utilize the services of the Convention Bureau. Therefore, extra calls should be made. Once this task is completed, this subcommittee can begin the planning of the convention. To assist in this planning, it will be necessary to adopt and implement the procedures as they are outlined in this section.

(LACNA Subcommittees, cont. on next pg.)

Care should be exercised in the development of this committee to assure that the tasks assigned to it are properly accomplished. The responsibilities of this committee rely solely on the practice of good communication skills with individuals outside of the fellowship. Care should also be taken in remembering that your position is a reflection, not only of this committee, but of Narcotics Anonymous as a whole. A minimum of three (3) bids should be presented to the LACNA Convention Committee as a whole, no later than five (5) months prior to the convention. Additional responsibilities may be added if the Convention Committee deems necessary.

Establish an arrangement so that at least two Executive Committee members and the Hotels and Hospitality Sub-Committee Chairperson will negotiate contracts with the hotel. This should be the Chair and the Treasurer. Make it clear that the Convention will only honor contracts with specific signatures. These signatures will be the Hotels & Hospitality Chair, The Chairperson and the Convention Committee Treasurer.

Please utilize any meeting space offered from the hotel as a meeting place for the LACNA Convention Committee as a whole and of other sub-committees that could benefit (before and during and after the convention).

This committee will submit for approval, any catering proposals such as coffee, banquets, and brunches. Special attention should be given to the wording of any proposal. Beware of open ended or additional charges. Inform the hotel, as well as any other contractors that might be involved, that the Convention Committee is unable to pay for any unexpected costs. Also, make sure that they do not extend services that might be left unpaid. All agreements should be in writing with copies given to the LACNA Chair, Secretary, Treasurer and a copy for the sub-committee.

Keep in mind that the majority of problems arise from poor communication. Good communication between this committee and all other committees is extremely important. Almost everything that will be done by other committees will hinge on how well Hotels & Hospitality performs and communicates. Try not to lose sight of the reason why your committee is doing all their work. Stay in tune with the spirit of recovery. As the convention draws near, there will be a number of tasks available for newcomers to perform. Try to enlist the help of as many members as possible.

(LACNA Subcommittees, cont. on next pg.)

Although, a great deal of work is done prior to the Convention itself, the majority of work is done at the convention. It is imperative to utilize ALL your subcommittee members as efficiently as possible. Do not assume that the work can be done by any one individual. Arrival at the convention on it‘s first day should be as early as possible, for you are the ones responsible for making sure that all ―set-ups‖ are completed and maintaining the communications with the staff of the hotel through the duration of the weekend. Please keep in mind that after the convention, a great deal of time needs to be exerted toward the finalizing of any bills, attendance figures, additional charges, and closure with the hotel. Sometimes hotels take time in preparing their final bills. It is the responsibility of this subcommittee to present all final bills, statements, and numbers to the treasurer and committee as a whole, not only in a written final format, but for use of the next incoming LACNA.

The Hospitality Suite is also your responsibility. Care should be exercised in monitoring activity within this room. Points to consider are things such as: food, beverages, coffee, and water setups, ashtrays (if applicable), and an overall atmosphere of hospitality. Special consideration should be given to ensure telephones and/or cable features have been disconnected to prevent unnecessary charges from the hotel.

It is most important that all communications between the hotel staff and the Convention Committee be conducted by only the chair of this committee and his/her co-chair. This is done to help eliminate confusion and unnecessary charges from the hotel.

LACNA Functions and Fundraisers

Members of this sub-committee should include:

Chairperson: When selecting a Chairperson for the Function and Fundraising Subcommittee, the duties and responsibilities associated with the task should be seriously considered. Experience has shown that a successful Chairperson will have:

1. A good working knowledge of the Twelve Steps and Twelve Traditions of NA
2. The willingness to work hard and the ability to motivate others
3. The ability to deal effectively with people outside the fellowship
4. Demonstrates trustworthiness, especially where funds are concerned
5. Attends all meetings and functions

(LACNA Subcommittees, cont. on next pg.)

Vice-Chairperson: to act as chairperson if necessary and assist the Chairperson throughout the planning of each fund-raiser or event related to the convention including all activities at the convention itself.

Secretary: To record the minutes of the sub-committee

Treasurer: Care should be taken in electing someone for this position:

1. Needs to be financially responsible, trustworthy and good at accurate record-keeping
2. Maintains all records of finances and transactions within this sub-committee, regarding all income and expenses from the functions and events
3. Works closely with the Chair of this committee to ensure that budgets are submitted properly and all monies are accounted for
4. Needs to have two years continuous clean time

New members not familiar with the Twelve Traditions may be confused with the

concept of ―fundraising‖ in Narcotics Anonymous, because it is so unlike the

fundraising done in other organizations even non-profit organizations. We never, under any circumstances, accept any money from any outside source. We affiliate ourselves with no one, choosing to be entirely self-supporting though our own contributions. In Narcotics Anonymous, whenever we do need to ―raise funds,‖ we fundraise from within our own fellowship. All fundraising held in support of the convention should include an explanation as to why money is needed. Finally, all of our events, be they occurring to raise money or simply provide entertainment for our fellowship, would always b in good taste, consistent with our spiritual principles and set a tone which emphases caring and sharing the Narcotics Anonymous way.

Purpose of LACNA fundraisers:

We must remember that we have only one need for money in Narcotics Anonymous, and that is to further our primary purpose of carrying the message to the addict who still suffers. We are not a business not should we be affiliated as one. Our purpose is not to make profit but to ensure that all needs get met, all bills and expenses are taken care of and an atmosphere of recovery is well provided.

(LACNA Subcommittees, cont. on next pg.)

The experience of many regions and areas is that fundraising for conventions if extremely important as is generates interest and support form the local NA community, in addition to raising money. We would, however, caution against the unreasonable financial drain on local resources for funds in support of the convention, while at the same time welcoming activities which motivate attendance by increasing awareness of how conventions like meetings help us as members in our personal recovery. The Louisville Area Convention will continue to have a need for a Functions and Fundraising Committee. This committee will plan and carry out activities, such as dances and picnics and will need to interface with the other sub-committees as well as the Executive

Committee in order to successfully complete it‘s projects.

This sub-committee carries the responsibility for ALL the entertainment provided for activities and functions including at the convention. Care should be given when selecting a band or DJ to be used at all fund raising and convention dances. Arrangement for all other entertainment is provided in conjunction with the convention by this sub-committee. This includes the meetings that are held before our functions. Consideration needs to be given when selecting a speaker to share his/her message of recovery. With the exception of the main speakers whose travel expenses are paid, it is advisable to first search outside of this area, for this will bring more outside area attendance. It is important when selecting a speaker from outside the Louisville area to inform the person chosen that they will not be reimbursed for any travel expenses occurred, for this should be more of an honor not a job. It has been proven helpful to have a wide variety of speakers at our functions to avoid repetition and personal preferences.

Other points to consider at LACNA meetings/functions are:

1. Choosing a chairperson to conduct the meeting prior to the event
2. Literature and keytag distribution
3. 7th tradition collection*
4. Set-up of any tape sales and/or convention merchandise*
5. Food & beverage set up (in accordance with previously passed budgets).*
6. Auction and 50/50 raffles*
7. Admissions/Donations into the events*

* Each one (income/expense) should be accounted for separately and turned in with other incomes after a function. Please save all receipts. All financial data is to be included in the Chairperson‘s Sub-committee Report to the LACNA Convention Committee.

(LACNA Subcommittees, cont. on next pg.)

Activities can be held throughout the year, however, we suggest that events be scheduled at least a couple of months prior to the date of each event. Communication about your event is extremely important. Regular communication should be kept with the Area and regional Activities Chairpersons regarding conflicting fundraisers. It is also very helpful to keep in close contact with our Area Helpline Chair so that he/she can keep updated events listed on our Helpline automated meeting schedule. A list of planned functions should be prepared and distributed throughout the Area and Regional service structures to the groups you serve to spark interest, encourage participation and support. Functions that are successful are well-planned and publicized. Poor turnout and unsuccessful fundraising can generally be traced back to a lack of planning and/or exposure within the local NA community.

Ways to achieve effective communication/participation of upcoming events are:

1. Make sure that your events are in tune with the spirit of recovery and are in
2. accordance with our Policy and Procedures of the Louisville Area and the Twelve Traditions of NA.
1. Distribution of flyers for upcoming events should be mailed and equally hand delivered throughout this area and region at least one (1) month prior to the event.
2. Encouraging members of the Executive Committee and other Subcommittees and members of Narcotics Anonymous to announce upcoming events at regular meetings.

Working closely with the Serenity Team will ensure safety and cooperation for each event. Special arrangements need to be made with the Serenity Team in regard to financial and security matters. It is advisable that one member of the Serenity Team accompany the Functions and Fundraisers Treasurer throughout the duration of the event.

LACNA Serenity Team

Members of this Subcommittee should include:

Serenity Team Chairperson: Ability to maintain order during meetings. Maintain safety and direction for the team members and attendees during functions and all hours of the Convention. Also helps to promote enthusiasm within his/her subcommittee to spark interest and maintain support. Must be present with Treasurer during all money transactions during the convention.

(LACNA Subcommittees, cont. on next pg.)

Serenity Team Vice Chairperson: Helps support the Chairpersons needs and stands in for the Chair when necessary. Works closely with the Chair and the LACNA Treasurer during the convention in order to maintain security and accuracy for all monies.

Serenity Team Secretary: Responsible for keeping minutes during the meetings, maintaining a phone list of all members of the Sub-committee and notifies all members of upcoming meetings and events. It is suggested that the person filling this position have at least 6 months clean time.

Serenity Team Treasurer: Minimum two years clean time. Care should be exercised when electing someone for this position due to the following responsibilities:

1. Works closely with the Chairperson of this subcommittee in conjunction with all funds collected by 7th tradition (this subcommittee raises funds through their 7th tradition in order to cover expenses for the purchase and screen printing of T-shirts to be work at the convention.
2. It responsible for collecting at least 3 outside bids for the production of these shirts
3. Works closely with the Functions and Fundraising Treasurer during each function in order to maintain accuracy of all monies collected.

The Serenity Team forms a shift or work team to ensure safety and direction towards attendees at all LACNA functions and events prior to and including the convention. It is imperative to remember that the number one responsibility of each member is to promote and attitude and atmosphere or recovery. Especially at the convention, these individuals will be called upon numerously by not only all sub-committee members, but by convention attendees as well. Care and consideration needs to be stressed when dealing with such individuals. All members should be willing to serve at all security positions during the fund-raisers and at the convention. This subcommittee is not to be viewed or conducted as a police force for Narcotics Anonymous, but as responsible members carrying out the duties of this subcommittee.

At functions and events it is advisable to have many members stationed not only at the front door but throughout the facility. This will help keep down disorder not only during the meetings but during the functions as well. Members should be stationed near the door ton not only watch over monies being

collected at the front door, but to act as ―greeters‖ as well. Other members

should be stationed near the Food & Beverages set up and possibly helping the Functions & Fundraising member who conducts the auctions and/or raffles.

(LACNA Subcommittees, cont. on next pg.)

During the convention it is mandatory to have at least one member present at each station that is conducting money transactions (i.e., Registration, Merchandise, and events held by the Functions & Fundraising Sub-Committees). Those chosen to man these particular stations must do so in accordance with pre-set times and agendas already discussed prior to the convention. To minimize the workload, maximum participation is needed from as many members as possible for rotation purposes. T-shirts must be worn during the convention to make the team more visible to the convention attendees and other members of LACNA in case of need. The Serenity Team will man the doors at any and all dances/events, banquet and brunch. Serenity Team members help watch over monies and/or tickets being collected, maintain security and order and helps generate a sense of hospitality.

This particular subcommittee tends to attract many newcomers. Please make them feel welcome but have more knowledgeable members share their experience with them in order to maintain a sense of order and efficiency for this groups purpose. Many times members will attend a convention without the necessary funds needed to register. At this time, it is usually suggested by the members of the Registration Subcommittee that these attendees volunteer their time in exchange for registration (NATA package). Usually, these attendees are referred to the Serenity Team Chairperson to see where their service and help is most needed. As much as it is appreciated, care should be given by the Chair as to what services are expected from these attendees.

LACNA Registration

The members of this subcommittee should include:

Registration Chairperson: Oversees and coordinates all aspects of accuracy and communication within this subcommittee.

Registration Vice-Chairperson: Stands in for Chair when necessary.

Registration Secretary: Keeps minutes of meetings.

This committee is one of the busiest. Although it‘s most intensive work is

completed in the weeks just prior to and during the convention, its responsibility begins with the advanced planning and well-kept records prior to the convention.

The first objective of this subcommittee is to draft a flyer that must be started at least 5-6 months prior to the convention. Sometimes due to unforeseen struggles, it is impossible to gather all information needed for this flyer (i.e., logo, theme, hotel info, etc.).

(LACNA Subcommittees, cont. on next pg.)

If this is the case, an Informational flyer can be drafted with as much information as available. When the final information is available the Registration subcommittee prepares a finalized flyer. The flyer should be made as soon as the dates are established and a contract and agreement are made with the hotel. This was the participants have the opportunity to make arrangements to attend the convention. The development of the Convention Flyer should be a cooperative effort between the Registration and the Arts, Graphics & Merchandising Subcommittees. The Registration Subcommittee should develop the lower part; the registration form (the business part) while the Art, Graphics & Merchandising Subcommittee constructs the upper part of the flyer (logo &

theme). It is also helpful to review either last LACNA‘s Flyer or the flyers of

other conventions to help get ideas on how all the information should be constructed onto the flyer. You will need to rely on several other subcommittees for information needed for this flyer (i.e., Hotels & Hospitality, Functions & Fundraisers).

Care should be taken in the production of flyers and registration forms. They should be clear and informative, not confusing, but clear and simple. Flyers should be attractive, but not ornate or expensive.

The second task is the mailing and distribution of these flyers. The committee should do a direct mailing to members listed on the attendance rosters of previous conventions as well as to all the Areas within this Region and other nearby Regions. The WSO offers a compiled directory of various addresses of regions. Consideration should be taken in obtaining one of these directories if one is not already available. The first set of copies are sent out ASAP. Utilizing the WSO is an excellent way of circulating information about the convention in ways of announcements in the NA WAY, web sites, and through their monthly newsletter. The finalized flyer should be sent at least four months prior to the convention date and again forty-five days prior to the convention date. Sometimes convention planning committees generate additional activities that were not on the original flyer. The final mailing, at forty-five days prior, will provide announcements about those changes or new activities (i.e., other entertainment).

(LACNA Subcommittees, cont. on next pg.)

A clear understanding should be reached between the Registration Chairperson, the full Committee, and the Convention Committee Treasurer on the procedure for handling registrations and money. The Registration Committee Chairperson or Vice-Chairperson will be assigned the responsibility of picking up registrations from the committees PO box or business address at least two to three times a week. Registration form records will be maintained on a weekly basis and all money received will be turned in to the Committee Treasurer prior to the full Convention Committee Meeting.

As each registration is received by mail or direct sale, a record will be made indicating information about the registrant and all money received. If free registrations are given out, the committee must keep careful records of what is provided to whom. When registrations are made at fundraising activities, numbered case receipts are used as confirmation to the convention, this is done by the use of a triplicate form receipt book!! The Registration Subcommittee Chairperson and Treasurer will establish a good working system for handling case registrations received at these activities. Each member of the Registration Subcommittee who is authorized to accept registration money will work out of one case receipt book with carbon copies. All entries must be notated in a ledger for ALL transactions (this is how you will compile your numbers for knowledge of attendance, banquet & brunch registrations and any other entertainment registrants). It is of utmost importance that only the Chair and Vice-Chair have use of this ledger in order to maintain accuracy, and will be turned over as part of the final report.

This record system developed by the committee should be simple and clearly understood by all members. The records of all registrations, banquet and brunch sales will be updated at least once a week, this way the full committee can be advised of the financial status.

This record system can be used to verify Convention Committee Treasurer‘s

records, and provide an indication of the solvency of the convention. A duplicate records system will be maintained in a ledger for all Registration Committee Activities. An entry is made for each registration, including all functions that have been paid and the receipt number. The committee conducts it‘s activities with the scope of the budget authorized by the full Committee. When funds are needed they are obtained from the Convention Committee Treasurer. Undeposited cash received by the Registration Committee will not be used for committee expenses, as it could result in confusion and possible misuse of funds.

(LACNA Subcommittees, cont. on next pg.)

Usually, the first people that convention attendees meet are those members manning the registration tables. How well they are greeted, in many ways, sets the tone for how well the convention comes off. Smooth, prompt, orderly, and hospitable services are key ingredients to successful registrations. Therefore, organization and planning by this committee is very important.

The number of members needed for this committee will depend on the anticipated attendance and the length of registration hours. It is not advisable to have the same members work five to eight hours without a break or a few members handling registration for a large rush of people. The creation of shift or work teams is crucially important and care should be taken on choosing those who will perform on these teams.

Shift or Work Team:

Writes receipts, collects registration money, and gives out registration packages at the Convention. The number of teams needed to work a shift will be determined by the anticipated attendance and the length of registration hours. A team of three members seems to work best, two members write receipts and issue packages, the third person is a deposit person who sits between them and collects money and receipts. During registration hours, the Convention Committee Treasurer collects the registration money from the deposit person at regular intervals. The Treasurer is escorted by a member of the Serenity Team at all times while handling money. It is crucial that all receipts are saved so as to balance with all monies being turned over to the Convention Treasurer.

One last note for the Registration Sub-Committee Members: At times there will be a lot of responsibility and pressure on you. It is important that you look out for one another. Set personalities aside and help each other in the spirit of unity and purpose.

LACNA Arts, Graphics & Merchandising

Members of this subcommittee should include:

Chairperson: Develops a budget which includes all printing and other expenses and consisting of the items to be sold and the expenses to be incurred. Oversees the production and distribution of all material regarding the theme and logo (i.e., signs, posters, merchandise, banners, etc.).

(LACNA Subcommittees, cont. on next pg.)

Vice-Chairperson: Stands in for Chair when necessary.

Secretary: Keeps minutes of meetings.

This committee is comprised of members who are artistic and energetic. One of the first tasks of this subcommittee is to produce the top half of the Convention Flyer. This subcommittee is also responsible for designing and/or printing banners and tickets, convention posters and directional posters. Some conventions also produce coffee cups, T-shirts, or other merchandise. This subcommittee also helps design these materials and should present a variety of designs for each item to the full Convention Committee in order to provide a choice of selections. Design for theme and logo should be completed and approved by June or earlier if possible.

This subcommittee‘s work and level of productivity will rely on the help and

input of other subcommittees. It is here that communication is highly important in order to maintain consistency in their work.

Helpful Suggestions:

1. Develop a set of priorities and adhere to them
2. Encourage members with artistic talents to get involved
3. Solicit the help of as many members as possible (especially newcomers)
4. Find a large room in which to work (banner and poster work and workers will need to use quite a bit of space)
5. Utilize any and all resources available (i.e., members who work in hobby/craft stores, printing offices, copy shops, etc. may be able to provide services and supplies at a discount rate)
6. Always present ideas and suggestions to the entire Convention Committee for feedback
7. Always adhere to the group conscience of the Convention Committee, remembering that our only authority is a loving God expressed through or group conscience

(LACNA Subcommittees, cont. on next pg.)

The Narcotics Anonymous logo, which will be used on flyers, T-shirts, mugs, etc. is the property of the fellowship of Narcotics Anonymous. Our WSO holds the trademark on our logo and symbol. Special and serious care needs to be maintained in order to ensure that the use of the logo is always in good taste in keeping with our Twelve Traditions. Any Narcotics Anonymous service board or committee created through our Ninth Tradition may use the logo as well as nay Narcotics Anonymous group. Care should be exercised concerning the concept and design of flyers. This is especially critical because many of these flyers find their way into hospitals, institutions and other facilities.

Appropriate use of the language and graphics is crucial, these flyers may

represent Narcotics Anonymous to the public. Use of the convention ―theme‖

for fund-raiser, merchandising, and entertainment events is more likely to increase the local members involved in the upcoming convention.

The merchandise effort at any convention should be based strictly on the need to generate funds to ensure the success of the event. Too often merchandising efforts distract from the primary focus, the celebration of recovery. Our efforts to generate funds should be based solely on what is necessary to ensure success. If a convention committee finds that it is not necessary to generate considerable amounts of money to cover expenses, then the merchandising effort should be kept to a minimum.

Every convention committee wants to provide commemorative items for the convention attendees. However, a department store atmosphere should not be created. Careful consideration is necessary in the pricing of each item for sale.

Things to consider when pricing merchandise:

1. Projected attendance of the convention
2. Costs to the convention for the creation of each item individually
3. Amounts of all items offered to convention attendees
4. Average cost of items in comparison to other conventions

*All merchandise will remain the same during the convention, no discounts will be made

Make sure to schedule deliveries of merchandise to arrive no later than 30 days (four weeks) before the convention. This will ensure that any merchandise to other subcommittees gets delivered in a prompt manner as to not put them behind their schedules.

(LACNA Subcommittees, cont. on next pg.)

The Arts, Graphics and Merchandising Subcommittee should have an understanding of the Twelve Traditions, especially regarding the sale of Narcotics Anonymous related items. It is crucially imperative that consideration be made in the selection of particular items to be sold at the convention. Any funds generated from a Narcotics Anonymous convention should be used to further enhance our fellowship either locally or worldwide.

The practice of allowing commercial vendors (other than WSO approved vendors) to sell their products at any NA convention violates our 6th tradition and should be strongly discouraged. It is possible to check/reference if any vendor is WSO approved by calling WSO, Inc. Any time there is a person or group of people selling merchandise other than the Merchandise Subcommittee, we are in fact sanctioning the idea that it is permissible for individuals to generate personal profit in our fellowship. Careful consideration should be made in negotiating the purchase price of items for sale.

On occasion, there will be representatives from other NA conventions or other NA activities at the convention. Many times these members would like to sell items from a previous or upcoming event. This will be allowed during the last day of the convention. During store hours this committee makes arrangements to provide space for this type of merchandising to take place. It is customary for the sponsoring subcommittee to receive advance notice from any outside area/region/group. This allows the host committee ample time to allow space and the scheduling of the sale of their own merchandise so as not to interfere with this subcommittee‘s purpose. It is important that the host committee be sure that such sales will benefit the fellowship and are responsible for the sale of all merchandise. This opportunity will not be provided for commercial vendors (SUNDAY only).

This subcommittee is responsible for the acquisition and sale of Narcotics Anonymous conference approved literature and other items selected for sale at the convention.

Although these steps may seem a bit excessive, they are necessary to ensure that proper accountability is always maintained. Additionally, using a set of established guidelines makes Merchandising much easier to handle. Finally, we all have a responsibility to ensure that our fellowship, and not individuals, is the beneficiary of funds generated at a Narcotics Anonymous Convention.

(LACNA Subcommittees, cont. on next pg.)

Three different bids will be submitted for consideration on all items by the Arts, Graphics and Merchandising Subcommittee. These bids should be purchased outright by the Convention Committee. In cases where funds are not available to purchase these items, then the possibility of a consignment agreement should be investigated. This will ensure that all merchandising at the convention is done in accordance to these guidelines.

The subcommittee is responsible for communicating with the Hotels & Hospitality Subcommittee for the provision of space for a store at the convention. Store hours will be coordinated with the Hotels & Hospitality Subcommittee to ensure proper scheduling. Communication with Programming Subcommittee is also necessary to ensure that all locations, times and information is included for the final design and printing of the program.

This committee is responsible for the storage of all items in a secure place leading up to and including the convention (this includes delivery). A complete inventory of all items should be consistently maintained and aligned with actual ―on-hand‖ merchandise. This inventory sheet MUST be turned in with the final report. If there is merchandise left over after the convention a copy of this ―leftover‖ inventory should accompany it. All remaining merchandise will be

forwarded to the incoming Convention Committee immediately.

In addition, a complete set of records showing all subcommittee‘s orders for

merchandise, expenditures, and sales will be given to the Treasurer to assure accountability.

LACNA Programming

Members of this Subcommittee should include:

Chairperson: Is responsible for all business pertaining to workshops, speaker meetings and marathon meetings during the convention. Works in cooperation with the rest of the Convention Committee to ensure that all aspects of the programming for the convention are completed in accordance with these guidelines. Also, is responsible for the production of the program used.

Programming Vice Chairperson: Stands in for Chairperson when necessary. Assists Chairperson before, during and after the convention.

(LACNA Subcommittees, cont. on next pg.)

Programming Secretary: Keeps minutes of meetings. Keeps accurate records of all correspondence with anyone chosen to chair or speak at any of the meetings and workshops at the convention. Also, responsible for making sure that tapes submitted are documents in such a way that they can be promptly returned to their original owners once speakers have been chosen (complete mailing address is REQUIRED with each tape submitted in order to simplify the returning process).

This subcommittee will endure quite a bit of detailed workmanship. An atmosphere of good communication, cooperation and good time management is essential in order to fulfill its responsibilities.

This subcommittee plans all the workshops and meetings at the convention, including the Saturday Night Main Meeting. Members of this subcommittee select the speakers, chairs and others to help with the format of the convention.

The first task is to set a deadline for submitting speaker tapes to be reviewed. It is suggested that ample time be allowed for the selection of each speaker. The process and time of reviewing each tape submitted to this subcommittee, the purchasing of any transportation requirements by the speaker and/or the committee and to allow any arrangements to be made prior to their arrival all needs to be taken into consideration.

Potential speakers and program participants are people who have based their recovery on powerlessness over addiction, identifying themselves as and addict and attending Narcotics Anonymous meetings to sustain recovery. These qualifications assure a Narcotics Anonymous member gets a Narcotics Anonymous message at our convention.

A speaker at a convention shares his/her personal experience of recovery in Narcotics Anonymous. The recommended procedure for choosing speakers, chairperson or anyone else involved with the meetings and workshops is to first establish clean time requirements for these addicts:

1. To chair a meeting/workshop members need to have one (1) year clean.
2. To share in a workshop, members need to have three (3) years clean.
3. When choosing main speakers it should be two (2) from states bordering Kentucky and one (1) of the five speakers will be from the Louisville Area.
4. To share in a Main Speaker Meeting, members need to have five (5) years clean.
5. If a chairperson/monitor is needed for the Marathon Meetings, clean time requirement is ninety (90) days.

(LACNA Subcommittees, cont. on next pg.)

It is crucially important to be open-minded when selecting main speakers for this convention. This is done to ensure that a wide variety of members are welcomed to share the message of recovery. This also prevents repetitious selection of speakers. The diversity in the selection of speakers should always reflect the diversity of our membership.

This subcommittee should have a qualified list of alternative speakers for workshops and Main Speaker Meetings in the event of cancellations. It is important to keep in touch with speakers as the convention draws near and assist them in where possible to assure their attendance. A full registration package will be offered, as well. Please made sure that this information gets turned over to the proper sub-committees for their planning and records. Those chosen as Main Speakers will need to pick up their registration and check-in upon arrival to our convention.

Workshops are held to satisfy the needs of our members for information or discussion on specific topic and services related to Narcotics Anonymous. These workshops allow attending members to participate and learn about various aspects of the program and recovery. When choosing someone to speak for these workshops, consideration should be given regarding the

addict‘s experience with the particular topic. It is important to schedule similar

workshops consecutively, rather than at the same time. This prevents attendees from having to choose between two or more workshops that they would like to attend. Care should be taken in considering topics from our literature, service areas and diversity within our fellowship, so as to provide the attendees with real-life experiences.

All workshop Chairpersons and those sharing should be instructed to check in upon their arrival to the convention to ensure their attendance. Always make sure that there is a selection of back-up chairpersons and/or speakers.

The responsibility of choosing a taping company for all workshops and Speaker Meetings at the convention is done by this subcommittee. It is first necessary to search out these companies and have no less than three (3) bids submitted for consideration (past LACNA taping companies or contacting WSO can be helpful).

(LACNA Subcommittees, cont. on next pg.)

To be considered when selecting a taping company:

1. The quality of the tapes
2. The price charged to the attendee per tape
3. The percentage of each sale given to the committee
4. Prior convention vending experience
5. A written contract/statement and a sample of their merchandise

The final contract for the selected taping company should be submitted to the Convention committee for final approval.

The second must of this subcommittee is the design and production of the program that attendees will use for information and navigation at the convention. In order to ensure an accurate program listing all that is taking place at this convention, cooperation with ALL subcommittees is vital. The printed program should include: workshops, Marathon Meetings, Speaker Meetings, dances and any other activities. Also, hours of operation for particular services (i.e., registration, Hospitality Room, Merchandise Room, tape sales, banquet and brunch). Most of the time, it is important to include a

―Statement to the Press,‖ identifying ourselves as addicts, and any other useful

information that will be helpful to those attending.

This subcommittee is responsible for choosing not only the make-up of this program, but how it will be produced. Sometimes, members choose to produce this program on their own by utilizing any and all resources available (i.e., members who work in hobby/craft stores, printing offices, copy shops, etc may be able to provide services and supplies at a discount rate). Other times, members search for companies to provide this service. Care should be taken when deciding how this production will take place. Cooperation with Arts, Graphics & Merchandising is important due to the ready-made art that will be supplied and a source of a printing company.

At the convention, this sub-committee is responsible for the distribution of reading at each meeting, providing key tags (when necessary) and the general monitoring of the flow of these workshops and meetings.

LASCNA Literature Subcommittee Guidelines PURPOSE AND FUNCTION:

1. The purpose of the literature subcommittee is to maintain a stock & prudent reserve of NA books, pamphlets, and other NA related material that can be purchased by local groups at the monthly ASC meeting.
2. To provide new groups with "starter kits" if needed.
3. To stock and make available review and approved form literature.
4. * To serve as a communication link in all matters of literature between the group and literature committees on all levels -area, region, and World.
5. * To provide the forum and atmosphere where members may contribute to the development and creation of new NA literature.
6. * Hold meetings /workshops to collect input from the fellowship on review and input literature so that a true group conscience can be forwarded through the service structure to the WSC.

* ―Some committees may be able to handle all of these responsibilities immediately. Other committees may choose to start with the most basic and primary function of a literature committee. Maintaining an adequate supply of literature to meet the needs of the local fellowship. As membership support to the committee increases, it may then provide other services.‖ Literature committee handbook, Pg 3.

LITERATURE VlCE-CHAIRPERSON:

1. Clean time requirement is two (2) years in Narcotics Anonymous.
2. This is a two (2.) year commitment.
3. Will attend the LASCNA meeting in the absence of the chairperson.
4. Will assist the committee with literature distribution at the monthly ASC.
5. Have the willingness to provide the time and resources necessary to be an active participant in this subcommittee.

Newsletter Vice-Chair Qualifications:

1. One year continuous clean time suggested.
2. Must be voted in by Newsletter Subcommittee.
3. An example of living recovery through the application of the 12 Steps & Traditions of Narcotics Anonymous.
4. Six months prior experience at the Area level along with an understanding of the NA Service Structure.
5. Willingness to give the time and resources necessary.
6. Desires to further unify the area through communication.
7. Has a desire to learn the responsibilities involved in the editing and publishing of a newsletter.

Newsletter Vice-Chair Responsibilities:

1, Must be able to fulfill the duties and responsibilities of the Chairperson when the Chairperson is unavailable.

2. Fills any vacated positions within the Sub-committee.

Newsletter Secretary Qualifications:

1. Six months continuous clean time suggested.
2. An example of living recovery through the application of the 12 Steps & Traditions of Narcotics Anonymous.
3. Demonstrates good communication skills and can accurately take minutes.

Newsletter Secretary Responsibilities:

1. Helps gather all the information that the Chairperson will need to make their monthly report to the ASC.
2. Must keep accurate account of all business discussed within the Subcommittee meetings.
3. Must maintain an accurate Phone List of all Subcommittee members (if ever a need to cancel a meeting, location, or time).

Newsletter Treasurer Qualifications:

1. One year continuous clean time suggested.
2. An example of living recovery through the application of the 12 Steps & Traditions of Narcotics Anonymous.
3. Willingness to give the time and resources necessary.
4. Must have basic bookkeeping or accounting skills.

(LASCNA, Newsletter cont. on next pg.)

Newsletter Treasurer Responsibilities:

1. Must keep an accurate account of all incomes and expenses within the Subcommittee along with photocopies of all receipts used for expenses.
2. Must maintain a financial ledger for all these incomes and expenses.
3. Must provide a copy of all current financial activity as well as any and all original receipts of those expenses for the Chairperson to turn over to our monthly ASC.
4. Must be responsible for paying the rent (when applicable), which is collected from our 7^th Tradition.

Newsletter Distribution Manager Qualifications:

1. 1 year continuous clean time suggested.
2. An example of living recovery through the application of the 12 Steps & Traditions of Narcotics Anonymous.
3. Willingness to give the time and resources necessary.
4. A desire to further unify the Area through communication.

Newsletter Distribution Manager Responsibilities:

1. Will be responsible for getting the newsletters printed in its final publication.
2. Must turn over all financial receipts to Subcommittee Treasurer for reimbursement.
3. Must maintain circulation list for distribution.

Newsletter Editor Qualifications:

1. 1 year continuous clean time suggested
2. Must be voted in by Newsletter Subcommittee
3. An example of living recovery through the application of the 12 steps and traditions of Narcotics Anonymous
4. Willingness to give the time and resources necessary
5. Desire to further unify the area through communications
6. Has the necessary skills and equipment involved in the production, editing and publishing of a newsletter

Newsletter Editor Responsibilities:

1. Monitor and gather e-mail submissions for publication
2. Format submissions for inclusion of publication
3. Present mock-up for group conscious approval
4. Turn over all submissions, mock-ups and final publications to Librarian for archival purposes

Last updated 3/2008 (LASCNA, Newsletter cont. on next pg.)

Newsletter Librarian Qualifications:

1. 6 months continuous clean time suggested
2. An example of living recovery through the application of the 12 steps and traditions of Narcotics Anonymous
3. Demonstrates good organizational skills
4. Willingness to give the time and resources necessary

Newsletter Librarian Responsibilities:

1. Organize, maintain and update the Newsletter Archives
2. Gather donations to increase knowledge of Area history

VOTING STATUS Failure to attend 2 consecutive regularly scheduled Subcommittee meetings will result in loss of voting status. (Voting status is determined by attendance of 2 consecutive Subcommittee meetings)

Newsletter Budget
Printing Miscellaneous Office Supplies	$ 150.00/month $ 50.00/month
TOTAL	or	$ 200.00/month $2400.00/year

Last updated 5/2007; 3/2008

I. Purpose:

To establish, maintain, and coordinate an effective 24-hour, 7 days a week answering service. Through this service, we form a link between Narcotics Anonymous and the general public seeking help and/or information. The subcommittee will also provide the appropriate referrals in accordance with our 6th tradition: "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." Additionally, the subcommittee will be responsible for updating and maintaining printed, phoneline, and website meeting schedules. Public Information is informing the public about recovery from addiction through the 12 Steps and the 12 Traditions of Narcotics Anonymous. The purpose of the PI subcommittee is to inform the public that NA exists and offer recovery from the disease of addiction.

II. Membership.

Chairperson, Vice-Chairperson, Secretary, Phoneline volunteers and other concerned members of NA.

III. Qualifications and Responsibilities. (For simplicity, wherever clean time is mentioned in these guidelines, it refers to continuous clean time-also prior involvement refers to continuous prior involvement unless otherwise noted).

General qualifications for all officers/trusted servants:

• Working knowledge of the 12 Steps and the 12 Traditions of Narcotics Anonymous.
• Working knowledge of NAWS and Area Helpline & Public Information Guidelines.

Qualifications and Responsibilities specific to Helpline/PI trusted servants:

Helpline/PI Chairperson-nominated and elected by ASC

1. Two years clean time
2. Six months prior involvement in Helpline/PI subcommittee.

(Helpline/PI, cont. on next pg.)

• Acts as a liaison between the ASC and the Helpline/PI subcommittee.
• Assists the secretary in the distribution of pagers to Helpline volunteers and maintaining the order of pager numbers in the rotation.
• Must attend all ASC meetings or see that the subcommittee is represented if the chairperson cannot attend.
• Must follow up on helpline/PI related problems, issues, questions, and concerns.
• Is responsible for gathering information about meetings, which are listed, on the schedules.
• Should acquaint their self with Louisville Area Policies and Procedures.
• Maintains voting status.
• Provides signature on subcommittee checks
• Helpline/PI Vice Chairperson-nominated and elected by the Helpline/PI subcommittee.

1. One year clean time.
2. Three months prior involvement with Helpline/PI subcommittee.

• Fills in for chairperson when needed.
• Maintains order in subcommittee meetings.
• Takes roll call and establishes voting membership.
• Is responsible for all money transactions.
• Maintains voting status
• Helpline/PI Secretary-nominated and elected by the Helpline/PI subcommittee.

1. Six months clean time.
2. Three months prior involvement with Helpline/PI subcommittee.
3. Secretarial experience and organizational skills.

• Records all subcommittee meeting minutes and maintains all subcommittee records.
• Responsible for all correspondence.
• Assists the chair in recording and distributing all lists and schedules.
• Responsible for updating meeting schedules, subcommittee meetings, activities, and functions on the Helpline answering service.
• Coordinates the pager service.
• Maintains voting status.

(Helpline/PI, cont. on next pg.)

D. Helpline/PI Treasurer-nominated and elected by the Helpline/PI subcommittee

1. Five years clean time.
2. Three months prior involvement with Helpline/PI subcommittee.
3. Must demonstrate financial stability.

• Maintains a separate checking account for the subcommittee and provides a signature on checks along with the signature of chairperson
• Keeps an accurate written or typed account of all incomes and expenses within the subcommittee along with photocopies of all receipts and bank statements.
• Advises subcommittee on cash supply, income flow, and rate of expenditures.
• Reviews subcommittee budget.
• Provides chairperson with a breakdown of expenses for an upcoming event.
• Helpline/PI Call Responder:

1. Six months clean time.
2. Three months prior involvement with Helpline/PI subcommittee.
3. Maintains voting status

F. Helpline/PI Schedule coordinator:

1. One year clean time.
2. Maintain voting status.
3. Three months prior involvement with Helpline/PI subcommittee.
4. Responsible for maintaining an updated meeting list for the Louisville Area and printing up to 4000 copies every quarter as needed.

G. Helpline/PI Website coordinator:

1. One year clean time.
2. Maintain voting status.
3. Willingness and ability to maintain the Louisville Area website.
4. Three months prior involvement with Helpline/PI subcommittee.

H. Helpline/PI volunteers: Any clean addict with the desire to be a part of the Helpline/PI subcommittee is eligible. Is part of the voting membership, forms group conscience in all business and policy & procedure matters (provided voting status is maintained). Must attend all area Helpline/PI workshops.

(Helpline/PI, cont. on next pg.)

I. Agenda for Helpline/PI subcommittee meeting:

1. Open with the "WE" version of the serenity prayer.
2. Ask if any new members are present.
3. Establish a voting membership
4. Read purpose (Sec. 1-Louisville Area Helpline/PI subcommittee guidelines).
5. Review minutes from last meeting.
1. Set topics for discussion.
1. Old business.
2. New business.
6. Review calls.
7. Q & A.
8. Announcements.
9. Establish meeting time and place.

J. Helpline/PI Motions and voting procedures:

A. Motions.

1. May be made and seconded only by members with voting status.

B. Voting.

1. Voting members of the subcommittee are all Helpline/PI volunteers present who have participated in one of the last two consecutive meetings.
2. In the event of a tie, the chairperson may exercise their right to break the tie.
3. A quorum is the simple majority of the voting members present. Once a quorum has been established, it stays throughout the meeting.

K. Helpline/PI Annual Budget:

1. Helpline/Voicemail…………..…………………… $ 227.40
2. Printing of meeting schedules…………………. . $2240.00
3. Website (Domain registration fee, Website fee) $ 691.40
4. Operating expenses

(long distance, postage, copies, IP‘s,
ink cartridges, paper, rent etc.)………… $1060.00
ANNUAL TOTAL: $4218.80

L. Additional Guidelines:

―The primary purpose of an NA member is to stay clean, just for today, and

carry the message of recovery to the addict who still suffers by working with

others.‖ (Temporary Working Guide to our Service Structure, rev 5/99). This is

the essence of service in NA and what we are most concerned with in Helpline/PI work. It is of the utmost importance, when doing Helpline/PI work, to carry the NA

(Helpline/PI, cont. on next pg.)

message only. We do this by following the Traditions. We, the Helpline/PI subcommittee, suggest that everyone working with us study the essays on the Traditions in the Basic Text and It Works-How and Why, understand, and follow them. Experience shows that this is the best way to carry a strong NA message.

12-Step work is not hard. As the Basic Text tells us, ―even a member with one day clean can carry the message that this program works.‖ Other, more

experienced members can be of great assistance when we are not sure how to handle a call. WE NEVER 12-STEP ALONE!

Some items of importance:

• If you have problems or questions about a 12-Step call, telephone the subcommittee chairperson or another experienced member.
• Never go to help a suffering addict alone.
• Never call emergency services unless you have been specifically requested to do so by the suffering addict to whom you are speaking.
• Be sure you are speaking to the person who called NA before identifying yourself as a recovering addict or a member of NA, DO NOT identify as an addict or a member of NA if you are not

sure you‘re speaking to the person who called NA.

• A Basic Text or White Booklet in hand is helpful in answering any questions you may be asked-especially if you are familiar with and know the book.
• When making referrals from our list, be certain that you tell the caller that NA does not endorse any other programs.
• Do not call people collect -ever! Dial direct and present the subcommittee chairperson with your telephone bill for reimbursement.
• It is a good idea to dial *67 before you answer a call, which keeps your name, phone #, etc. from being displayed on caller ID.
• When you are beeped, please respond as soon as possible. This may be a newcomer‘s first contact with NA. We need to be prompt on the call back because, sometimes, an addict may have a tendency to run after making the call.
• Sometimes a call may require more time than we have to give at

(Helpline/PI, cont. on next pg.)

the moment. If we become involved in a 12 Step call and can‘t

see it through to completion, we can enlist the help of other 12 Step volunteers. (a list is maintained by the chairperson).

• By being part of this subcommittee, you are doing a valuable service to Narcotics Anonymous. Service is often a thankless task, but its rewards are manifold, not in the least of which is a beautifully enhanced personal program of recovery.

Thank you for your service!

How the Louisville Area Helpline/PI subcommittee works

A person wanting help or information calls the Helpline (502) 499-4423. This number reaches our automated answering service. The person calling has the option of either listening to a recorded list of NA meetings in the Louisville Area or leaving a voice message and have their call returned by a Helpline volunteer. In the latter case, the caller leaves their name and number on the system; the system then pages the first volunteer in the pager rotation. If that volunteer does not respond in minutes, the next volunteer in the pager rotation is paged-and so on until a volunteer retrieves the message. The volunteer returns the call or asks a 12 Step volunteer to return the call if they are unable. The call is returned using the 12 Step process as outlined in our guidelines.

POLICY AND PROCEDURES (P&P) SUBCOMMITTEE GUIDELINES DESCRIPTION:

P&P consists of concerned members and LASCNA trusted servants, directly responsible to those they serve.

P&P PURPOSE:

A: To provide input and information, to be utilized in the group‘s group

conscience process of the Area as a whole, for the understanding and
application of the 12 Traditions and 12 Concepts.

B: To provide LASCNA as a whole, with past actions and recommendations for new procedures when appropriate.

C: To be supportive of LASCNA as a whole.

P&P OPERATIONAL PROCEDURE:

This subcommittee shall adhere to the following:

A: Twelve Traditions and Twelve Concepts.

B: Past & Present LASCNA P&P as compiled by LASCNA group conscience as a whole.

C: A Guide to Local Service.

D: World guidelines and Handbooks.

P&P FUNCTION:

A: P&P shall meet monthly, with the chairperson authorized to call emergency meetings when necessary.

B: Minutes shall be recorded and a report given at the next meeting.

C: When LASCNA or a concerned member makes a request, this subcommittee shall collect and analyze input regarding procedures in the past. This input will be analyzed and compiled with the objective of providing information regarding the past policies and procedures. Changes or modifications which could improve the procedure will be recommended by P&P. These recommendations will be presented to LASCNA and acted upon according to the group conscience of the Area as a whole.

D: When requested by LASCNA, P&P will collect and analyze input regarding issues for concern where no past procedures have been developed. This input may be gathered from all resources available, including other regions, N.A. members and service committees throughout

N.A. The subcommittee will then develop and recommend further study or new procedure for these situations as seems appropriate.

E: The P&P subcommittee shall provide updated pages for the P&P manual no later than 2 ASC meetings following the policy change/new policy being approved by the Area as a whole

Last updated 3/2008 (P&P, cont. on next pg.)

F: A home group GSR (or GSR-A), subcommittee chairperson (or vice chair), or executive committee member may be provided with no more than 1 entire P&P manual per year at no cost. Should they require more than that one copy, the cost of the folder & printing shall be absorbed by them (currently estimated at $7.00 per manual). Any NA member besides those previously mentioned can request a copy of the LASCNA Policy & Procedures manual at the same cost. These manuals are to be provided by the P&P subcommittee no more than 1 ASC meeting after they are requested.

G: Whenever possible, a member is encouraged to obtain the Policy & Procedures manual from the member who previously held the service position in the interest of financial responsibility.

H: P&P manuals will be reprinted annually for distribution to Executive Committee members, Subcommittees and Homegroups. The target date for this distribution is April of each year.

I: A member of the P&P sub-committee will be present at the ASC meeting one half hour prior to its start time, to assist with the wording of motions submitted by the sub-committees and home groups.

P&P MEETING AGENDA:

1. Serenity Prayer
2. Twelve Concepts
3. Take Attendance
4. Read & approve the minutes from the previous meeting
5. Chairperson‘s Report
6. Old Business
7. New Business
8. Establish next meeting time and place
9. Close with the 3^rd Step Prayer

P & P BUDGET:

A: The P&P committee has an estimated budget of $840.00 per year. This includes the cost of printing manuals as needed and sending out monthly updates, copies, ink, & whatever items needed to do this work.

B: Any additional financial needs can be taken from the floating budget amount of $200.00 discussed under the heading ―Responsibilities of the Executive/Administrative Committee‖.

C: In no way does this estimated budget imply that this much will be spent every month; it simply allots the P&P subcommittee the financial resources needed to update, replace, or provide new LASCNA Policy & Procedures manuals when needed.

Last updated 3/2007; 4/2008 (P&P, cont. on next pg.)

D: The Policy & Procedures chairperson may obtain this money in 2 ways:

1. Request a check from the ASC prior to printing/copying for the estimated cost and return any leftover monies and a valid receipt upon completion.
2. Pay for the printing/copying themselves and bring a valid (store issued) receipt to the ASC treasurer for reimbursement.

1. Updates & annual printing of manuals $ 840.00
2. Floating seed (for additional operating expenses) $ 200.00 TOTAL $1040.00

P&P SUBCOMMITTEE MEMBERSHIP: Membership is open to all concerned

N.A. members in the community. Any N.A. member may enter the discussion and provide input.

P&P SUBCOMMITTEE TRUSTED SERVANTS:

The officers of P&P shall be as follows:

A: P & P Chairperson, elected annually by the Area.

B: Vice-chair and Secretary shall be elected from within the subcommittee membership.

C: The Chairperson shall have 2 years consecutive clean time and one year prior experience at the area level.

P & P Chairperson Responsibilities Include:

1. Officiating regular meetings
2. Attending Area Service & Regional P&P meeting on odd months, one hour prior to RSC
3. Must be familiar with Area policy to advise the executive committee of policy and procedure violations.

P&P Vice chair Responsibilities Include:

1. Have 18 months consecutive clean time
2. Some prior experience at the area level
3. Shall help the chairperson carry out the above mentioned responsibilities
4. Will sit in for the chairperson at Areas when the chairperson is absent.

Last updated 3/2008 (P&P, cont. on next pg.)

P&P Secretary Responsibilities Include:

1. Must have 6 months clean time
2. Take minutes at each meeting and give them to the chairperson prior to the next ASC meeting
3. Keep a written record of all policy change motions for the purpose of adding to the manual update.

Additional duties may be outlined and described in these guidelines or by further recommendations to them.

P&P VOTING:

A: To establish voting status, a member must have attended 2 of the last 3 consecutive P&P meetings. If a voting member misses two consecutive meetings, voting status must be re-established. Emergency meetings do not apply toward voting status.

B: Issues of concern requiring subcommittee group conscience require simple majority vote. In case of a tie vote, the issue will be tabled or brought back to the floor for more discussion.

C: The Chairperson has no vote and may not introduce motions.

D: Business of the subcommittee shall be conducted by the operational procedures contained in these guidelines.

P & P AMENDMENTS TO GUIDELINES: These guidelines may be amended at any time by a 2/3 majority vote of P&P subcommittee members, to be approved by group conscience of Area as a whole.

Last updated 4/2007; 3/2008

LOUISVILLE AREA OF NARCOTICS ANONYMOUS ACTIVITIES

SUB-COMMITTEE GUIDELINES

Purpose

1. To work with this Area to have functions and fundraisers.
2. To bring unity to this Area and have fun in accordance with the 12 Traditions of NA.

Duties

1. Informs LASCNA of any activities that will be put on.
2. Establishes a budget for all activities.
3. Coordinates timing of all events as not to conflict with any Area (i.e. LACNA) or Regional functions by keeping in contact with those Sub-Committee‘s Chairs.
4. Submits a report to every ASC, which includes ideas, progress, and results as well as a financial statement listing expenses and incomes.
5. Coordinates a minimum of four (4) functions a year, including an Annual Campout in June, an Annual Monster Bash in October, and an Annual Area Birthday Celebration in December.
6. Hosts one (1) KRCNA fund-raiser prior to the Convention to help raise awareness and the funds necessary to support KRCNA (not to conflict with any other Area or Regional dates).
7. Helps coordinate an biennial CAR workshop along with our Area‘s ASR and ASRA, also prior to KRCNA.
8. Hosts our Annual Marathon Meetings for the holidays that fall in November, December, and January.

Trusted Servant Guidelines

I. Chairperson

1. Must have a minimum of two (2) years clean time.
2. Must have a minimum of six (6) months prior experience in a Subcommittee of LASCNA.
3. Must be voted in by LASCNA.
4. Must have a working knowledge of the Twelve Steps and Twelve Traditions.
5. Must have a willingness to serve.

(Activities, cont. on next pg.)

Responsibilities of the Activities Chairperson

1. Serves as a link between the Area and the Activities Sub-Committee.
2. Chairs the Activities Sub-Committee meeting and keeps the format running by following the meeting agenda (included with these guidelines).
3. Turns in the Activities Report each month at the ASC containing any new business or functions being discussed and a financial report.

4. Takes responsibility for requesting and receiving the Sub-Committee‘s seed money when needed, as well as promptly turning over any remaining seed money and any profits to the Area‘s Treasurer in the form of a check or money order along with all original receipts of those expenses.

1. Makes certain that the funds received from the Area are well budgeted and not misappropriated.
2. Reports to the Activities Sub-Committee of any information on upcoming events at the Area or Regional level.
3. Maintains a written inventory throughout their term of: The readings, keytags, 100 cup coffee maker, cooler, Tote Locker, and other items accrued in the duration of their term (i.e. decorations, supplies, etc.).

II. Activities Vice-Chair

1. Must have a minimum of one (1) year clean time.
2. Must have a minimum of six (6) months prior experience in a Subcommittee of LASCNA.
3. Must be voted in by the Activities Sub-Committee.
4. Must have a working knowledge of the Twelve Steps and Twelve Traditions.
5. Must have a willingness to serve.

Responsibilities of the Vice-Chair

1. Fulfills the duties and responsibilities of the Chairperson when Chairperson is unavailable.
2. Assists the Chairperson in coordinating functions.

III. Activities Secretary

1. Must have a minimum of six (6) months clean time.
2. Must be voted in by Activities Sub-Committee.
3. Demonstrates good communication skills and can accurately take minutes (notes).
4. Must have a working knowledge of the Twelve Steps and Twelve Traditions.
5. Must have a willingness to serve.

(Activities, cont. on next pg.)

Responsibilities of the Activities Secretary

1. Helps gather all the information the Chairperson will need to make their monthly report to the ASC.
2. Keeps an accurate account of all business discussed at the Sub-Committee meetings.
3. Maintains an accurate Phone List of all Sub-Committee members.
4. Contacts Sub-Committee members when meeting times or locations change.

IV. Activities Treasurer:

1. Must have a minimum of one (1) year clean time.
2. Must have a minimum of six (6) months prior experience in LASCNA.
3. Must be voted in by Activities Sub-Committee.
4. Must demonstrate financial stability.
5. Must have a working knowledge of the Twelve Steps and Twelve Traditions.
6. Must have a willingness to serve.

Responsibilities of the Activities Treasurer

1. Works along with the Chairperson of the Sub-Committee during functions.
2. Keeps an accurate written or typed account of all incomes and expenses within the Sub-Committee along with photocopies of all receipts.
3. Provides the Chairperson with a breakdown of expenses for an upcoming event. Provides a copy of all current financial activity as well as all original receipts for the Chairperson to turn in monthly at ASC.
4. Advises Sub-Committee on cash supply, income flow, and rate of expenditures.
5. Must be responsible for paying the monthly rent towards the facility in which the Sub-Committee meets.

V. Activities Sub-Committee Members in General

1. Any concerned member of Narcotics Anonymous may attend Activities Sub-Committee meetings.
2. Voting status is established by attendance of two (2) consecutive meetings.
3. Missing two (2) consecutive meetings will result in the loss of their voting status. Not to apply towards emergency meetings.
4. Helps to coordinate functions and fundraisers.
5. Provides a voice for group conscience.
6. Promotes and suggests ideas, comments, and input for these events.
7. Helps out during these events.
8. Helps motivate members to be accountable and responsible for their service commitments, as well as encourages others to get more involved with the events being put on.
9. Must have a minimum of one (1) year clean time in order to help with financial collection and matters at these events.

(Activities, cont. on next pg.)

Guidelines for Activities Functions and Fundraisers

1. Must follow this Sub-Committee‘s purpose when planning and putting on events.
2. Must make sure that the funds needed for the events are within the Area‘s Budget (seed money).
3. Must properly plan the event, while informing this Area.
4. Try to make sure that flyers for the events are available and distributed throughout this Area and Region at least one (1) month prior to the event in order to receive substantial support.
5. Make sure that our Area Helpline is informed of all upcoming events so they can add it to their automated phone system and web page.
6. Make sure there is at least one (1) contact number on the flyers in case of confusion.
7. Make sure that whenever a facility is utilized, that proper payment of rent either in an agreed monetary amount or donation is taken care of.

At the Activities Functions

1. Have a list of volunteers to help out at the meeting prior to the function.
2. Try to rotate the volunteers.
3. Have two (2) people to work the door (collecting money).
4. Have two (2) people to work refreshments when needed.
5. Make sure that those handling money have a minimum of one (1) year clean time.
6. Make sure that there are receipts for all monetary transactions insuring an accurate account of all finances.
7. Make sure that the Treasurer or Chairperson collects all moneys throughout the function (when needed) and leaves with all moneys.

At Activities Speaker Meetings

1. Make sure that whoever chairs the meeting follows the format of an NA Meeting.
2. Make sure that when speakers are chosen that they are an example of and

follow the Speaker guidelines in NA‘s ―The Group I.P.‖

3. Speaker chosen must have a minimum of three (3) years clean time.

(Activities, cont. on next pg.)

At Activities Marathon Meetings

1. Marathon Meetings are usually held for the holidays to provide a safe and comfortable atmosphere for any addict.
2. Make sure that when coordinating these meetings that help is solicited from all Home Groups within this Area.
3. Make sure the facility chosen is centrally located within this Area.
4. Make sure that these meetings are not in conflict with the facility in which they are chosen to be held.
5. Make sure that ALL RULES set by the facility are followed.
6. Try to make sure that Sign Up Sheets are provided for all Chairperson slots and/or volunteer slots at least one (1) month prior to the event.
7. Chairperson must have a minimum of three (3) months clean time.
8. Make sure that all 7^th Tradition and/or Donations are collected and accounted for by the Chairperson and/or Treasurer.
9. Make sure that there is a pickup of all moneys every (4) hours.

Meeting Agenda

1. Serenity Prayer
2. Take Attendance, Get Phone Numbers, Pass Out Copies of Guidelines if Needed
3. Read and Approve the Minutes from the Previous Meeting
4. Chairperson‘s Report

a.

Discussion

b.

Motion to Accept

5. Vice-Chair‘s Report

a.

Discussion

b.

Motion to Accept

6. Treasurer‘s Report

a.

Discussion

b.

Motion to Accept

1. Old Business
2. New Business
3. Establish Next Meeting Time 10.Close with the Serenity Prayer/12^th Tradition

(Activities, cont. on next pg.)

ACTIVITIES SUBCOMMITTEE ANNUAL BUDGET

January	Flyers for KRCNA Fundraiser	$30.00
	Lockbox & Receipt book for Treasurer	$40.00
February	KRCNA fundraiser	$400.00
March	No Requests
April	Flyers for campout or new event	$40.00
May	No Requests
June	Campout or new event	$600.00
July	Area Birthday Flyers	$30.00
August	Request Area B-Day	$300.00
September	Flyers for Monster Bash (Halloween)	$30.00
October	Flyers for Thanksgiving Marathon	$30.00
	Monster Bash	$500.00

November Flyers for Christmas and New Years Marathons $35.00 Thanksgiving Marathon $125.00

December Christmas and New Year‘s Marathons $225.00

Annual $2385.00

Last updated 4/2007

BALLOT FORM (EXAMPLE)

HOME GROUP NAME______________________________________________________

MOTIONS

 Motion 6A: (Submitted by Womenspirit) Policy Change. Motion: To have the last roll call in the area meeting to be the very last thing we do. Intent: To keep people until the end of the meeting. This motion received a second and goes back to groups for a vote. YES ( ) NO ( )

 Motion 6B: (Submitted by H & I) Budget. Motion: (There is not change to the language). Annual budget is $2,570.00. H&I wishes to keep this same budget amount. Intent: To supply H&I with funds to do their job.

This motion received a second and goes back to groups for a vote. YES

( ) NO ( )

 Annual budget:

Literature	$2000.00 (covering all meetings at $15 per month max. per
meeting)
Rent	$180.00 ($15 per month)

Learning Day $250 (Room rental, literature, sound equipment, etc.)
Postage, Copies, etc. $140.00 (Facilities correspondence, presentation
expenses)
Total: $2570.00

 Motion 6C: (Submitted by Activities) Budget. Motion: See page 75 in P & P. Intent: To establish a budget for activities committee. This motion received a second and goes back to groups for a vote YES ( ) NO ( )

Proposed 2005-2006 Activities Budget:

September—Flyers for Monster Bash $30.00 October—Flyers for Thanksgiving Marathon $30.00 Monster Bash $500.00 November—Flyers for Christmas & New Year‘s Marathons, Area Birthday $30.00 Thanksgiving Marathon $100.00

December—Christmas and New Year‘s Marathons $225.00 Area Birthday Party $300.00 Flyers for KRCNA fundraiser $40.00

(Ballot example, cont. on back pg.)

February—KRCNA fundraiser April—Flyers for campout June—Campout		$400.00 $40.00 $600.00
	TOTAL	$2,295.00

 Motion 6D: (Submitted by the RCM) Not a policy change. Motion: I make a motion to have an Area Inventory—using the inventory Audrey put in the minutes, date and time to be determined. Intent: to look at ourselves on what we are doing and see what needs to be changed.

This motion received a second and goes back to groups for a vote.

YES ( ) NO ( )

 Motion 6E: (Submitted by the Western KY Area at Region) Regional Nomination. Motion: Randall B. for Regional Vice Chair. (resume in minutes) YES ( ) NO ( )

GROUP INFORMATION REPORT Group Name: ___________________________________________ Date:_______________ GSR/GSR-A:

Group Report:

Birthdays/Anniversaries: __________________________________________________

NA SERVICE RESUME

(PLEASE PRINT LEGIBLY IN BLACK INK)

Position to which ominated:________________________________________________ Name:__________________________________ Clean Date:_____________________ Address:____________________________ Telephone:_____________________ _______________________________________ E-mail:________________________

Please list all the group, area, regional and world service positions you’ve held that you

consider relevant to the position to which you are nominated. Please included the positions served within the last five years and approximate dates of service for each position.

If you have not completed a term or have been removed from a service position in the last five years, please explain.

What resources do you believe you can bring to the position to which you are nominated?

(NA Service Resume, cont. on reverse side)

What life experiences (i.e., school, work, volunteer, etc.) have you had that you believe will help you serve in the position to which you are nominated?

Please list any other information that you consider relevant.

The Louisville Area Service Committee of
Narcotics Anonymous