Policy Guide for the Extreme Northern Area Service Committee of Narcotics Anonymous
TABLE OF CONTENTS
PREAMBLE
ARTICLE ONE: THE ENASCNA
A. PURPOSE OF THE AREA
B. DEFINITION AND FUNCTION OF AREA
C. BOUNDARIES OF THE ENASC
ARTICLE TWO: MEMBERSHIP QUALIFICATIONS
ARTICLE THREE: SUBCOMMITTEES/AD HOC COMMITTEES OF THE AREA
A. ADMINISTRATIVE SUBCOMMITTEE
B. OTHER STANDING SUBCOMMITTEES
C. FORMING NEW SUBCOMMITTEES
D. AD HOC COMMITTEES
ARTICLE FOUR: SELECTION OF TRUSTED SERVANTS
ARTICLE FIVE: REMOVAL OF TRUSTED SERVANTS
ARTICLE SIX: MEETINGS
ARTICLE SEVEN: PARTICIPATION AND PROCEDURES
ARTICLE EIGHT: FINANCIAL GUIDELINES
ARTICLE NINE: MISCELLANEOUS ITEMS
ARTICLE TEN: SUBCOMMITTEE POLICIES (To be added at a later date)
PREAMBLE: The Extreme Northern Area Service Committee of Narcotics Anonymous policy is the collaborative will of
the member groups. It is a set of instructions, agreed upon by the groups, by which the ASC will conduct business on
their behalf. The ASC should only divert from its set of policy in dire situations.
ARTICLE ONE: THE ENASCNA
A. PURPOSE OF AREA
1. The purpose of the Extreme Northern Area Service Committee of Narcotics Anonymous (ENASCNA) shall be to
respond to the needs and collective conscience of its member groups. ENASC supports and encourages the unity,
welfare, and growth of the Area as part of a worldwide fellowship.
B. DEFINITION AND FUNCTION OF AREA
1. The ASC is the communicative channel for a unified Fellowship, a tie that binds us together. The ASC serves as
a link in the flow of communication from the member to the worldwide fellowship, establishes a structure in which services
and education are provided, and to perform tasks groups cannot do on their own.
C. BOUNDARIES OF THE ENASC
1. The ENASC serves groups located in 10 northern Georgia counties. The ENASC has decided to serve the
needs of any group outside our current boundaries that has no other area to attend.
ARTICLE TWO: MEMBERSHIP QUALIFICATION
Any NA group which meets regularly at a specific time and place can become a member of area provided the group
follows the 12 Steps, 12 Traditions, and 12 Concepts of Narcotics Anonymous®. The group will send a Group Service
Representative (GSR) to the ASC meeting, notifying the ASC of the intent of the Group to request admittance to the
Area. The GSR will provide the Area Secretary with a complete GSR report, providing the names of the group’s trusted
servants, a complete list of meeting locations and times, and the type of meeting, (closed, open-discussion, lit. study,
ect). This report will be given to the body of the ASC after all other reports have been given.
During New Business, a member group will then bring forth a motion to recognize the potential group. In order for the
group to be recognized, a majority must be reached approving the group’s recognition. At this time, the group’s GSR will
not have a voice on the floor, (unless the Chair wishes) nor will they have voting privileges. At the second consecutive
ASC meeting that the group attends, during Old Business, the group will be approved by a majority vote of “active”
groups in attendance to be a member of the Area. The Group will have full voting privileges at the beginning of New
Business.
All groups in the Extreme Northern Area should send their GSR to the ASC each month. If a group misses three (2)
consecutive ASC meetings, they are removed from roll call for purpose of quorum. If a group misses (3) consecutive
ASC meetings, then they will have to petition the ASC for re-admittance into the ASC, just like a new group.
MEETING SCHEDULES
The ENASC provides a meeting schedule at our meetings and to the community at large. In order for a group’s
meetings to be listed on this schedule, the following will apply:
1. The group must meet regularly at a specific time and place and follow the same guidelines that have been set
forth to be a member of the ENASC.
2. All meetings will be listed on the schedule for any group accepted into the Area or any group requesting their
meeting be listed, provided the group provides, at minimum, quarterly meeting updates to The Extreme Northern Area PI
Committee.
3. All Groups to be placed on the Meeting Schedule should be established for a minimum of 90 days before
amending the Meeting Schedule.
ARTICLE THREE: SUBCOMMITTEES/ AD HOC COMMITTEES OF THE ASC
I. Administrative Subcommittee:
1. The Administrative Subcommittee is composed of the ASC Chair, Vice-Chair, Secretary, Alternate Secretary,
Treasurer, Alternate Treasurer, RCM, and RCMA.
2. All members of the Administrative Subcommittee should submit an itemized annual budget to the ASC at the final
ASC of their term, for the incoming trusted servants, for approval by the ASC.
3. General Requirements for nominations to the Administrative Subcommittee: In addition to the requirements that a
specific position has, the Administrative Subcommittee had the following requirements:
4. Six months residency within the Extreme Northern Area.
5. Willingness to serve in that position, the ability to make a 1-year commitment, the time and the resources to fulfill
their responsibilities, and a working knowledge of the 12 Traditions & the 12 Concepts.
A. ASC Chair:
1. The Vice-Chair is automatically a candidate for the Chair position. Their name will be submitted to the groups
during nominations, along with any other nominees.
Qualifications:
2. Two years clean time.
3. One year of service experience.
4. Presides over ASC meetings.
Duties:
5. Maintains ASC archives.
6. Knowledgeable in ASC policy and basic parliamentary procedure.
7. Submits a “State of the Area” report at final ASC of the term during Old Business. The report should include the
number of groups and meetings in the Area and the average \attendance at ASC meetings. The report should also
discuss the Area’s strengths and weaknesses, significant accomplishments of the past year, and problem situations
currently facing the Area.
B. ASC Vice-Chair
Qualifications:
1. Two years clean time.
2. One year of service experience.
Duties:
3. Performs the functions of the Chair in the Chair’s absence.
4. Coordinates the activities of ASC sub-committees when needed.
5. Acts as temporary subcommittee chair when positions are vacant.
C. Secretary:
Qualifications:
1. Two years clean time.
2. One year service experience.
Duties:
3. Keeps accurate minutes during the ASC, types, copies, and distributes the minutes, by hand or mail, within ten
days of the ASC meeting. The secretary may, when agreed upon, e-mail the ASC minutes to participants in lieu of
sending them by post.
4. Includes the following in the minutes: all business conducted by the ASC, all reports submitted by the ASC,
communications from Regional and World Service Committees, announcements and flyers providing information on Area
phone line numbers, and the name, address, and phone number of all ASC trusted servants and GSRs.
5. Motions going back to groups should state so in report.
6. Complies a list of all motions passed by the ASC in the past year, and submits it at the final ASC of their term.
This allows members in the Area to see, at a glance, how much and what has been accomplished in the past year.
7. Provides an annual area schedule at the March ASC.
8. Provides an annual budget at the beginning of term and an ending budget at the final ASC.
9. Keeps copies of blank Group Reports, blank Motion Forms and blank Service Resumes on hand.
D. Secretary Alternate:
Qualifications:
1. One year clean time.
2. One year service experience.
Duties:
3. Serves as the Secretary in their absence.
4. Helps Secretary with all duties.
E. Treasurer:
Qualifications:
1. Five years clean time.
2. One year service experience.
Duties:
3. Keeps records of all income and expenditures, including receipts. Co-signer of the ASC bank accounts.
4. Pays monthly bills.
5. Disburses other funds as indicated by ASC decision.
6. Maintains the ASC checking account.
7. Provides copies of the balanced checking account statement and financial report forms at the beginning of the
ASC meeting.
8. Deposits all money collected by the ASC within five business days from the ASC meeting.
9. Follows the financial guidelines outlined in this policy, as well as forms and suggestions for record keeping
outlined in the NA Treasurer’s Handbook.
10. Submits the annual audit, as described in this policy’s financial guidelines, and a brief report evaluating the Area’
s financial situation at the Final ASC meeting of their term.
F. Treasurer Alternate:
Qualifications:
1. Four years clean time.
2. One year service experience.
Duties:
3. Serves as Treasurer in their absence.
4. Helps Treasurer with all duties.
5. Counts all money with the Treasurer as a check-and-balance.
G. Regional Committee Member (RCM)
Qualifications:
1. Three years clean time.
2. One year service experience.
Duties:
3. Attends all quarterly RSC meetings, where they participate in voting and discussion according to the direction
given by the groups.
4. Provides ASC with a thorough report of RSC decisions, plans, activities and information regarding World Services.
5. Acts as a liaison with other Areas.
6. Provides ASC copies of Regional and World reports received at the RSC.
7. Knows or learns basic parliamentary procedure and the ASC and RSC Policy Guidelines.
8. Submits a “State of the Region” report at the final ASC meeting of their term. This report includes major
accomplishments of the last year, problems and difficulties experienced by the Region, and any significant changes in
Regional policy or in the RSC’s relationship to the fellowship in the Region. The report also looks at this Area’s
relationship with the RSC.
Specific Policies concerning RCM:
9. The RCM is to the Area what the GSR is to the Group- the link in the next level of the service structure. The RCM
continues the group conscience process by carrying the Area’s conscience to the Regional Service Committee (RSC)
meeting, where the RCM speaks as the voice of the area.
10. Funding for the RCM and RCM-A to attend the RSC meetings will consist of one night stay in the hotel
(combined), and roundtrip mileage to Macon, Ga. Meals are not provided,. Any other expenses must be voted on in
advance of the RSC meeting.
11. The RCM will submit an annual budget at the final ASC of term, for the incoming RCM.
H. Regional Committee Member Alternate (RCM-A)
Qualifications:
1. Two years clean time.
2. One year service experience.
Duties:
3. Attends all RSC Meetings.
4. Assists RCM in carrying out the RCM’s responsibilities.
5. Knows or learns basic parliamentary procedure and the RSC and ASC Policy Guidelines.
II. OTHER STANDING SUBCOMMITTEES OF THE ASC:
Subcommittees perform most of the services of the ASC. Helping the groups, by carrying the message to other addicts
and celebrating unity and recovery are actions carried out by the subcommittees. Subcommittees perform most of the
front line services for the Area.
A. General Requirements:
1. Requirements for nominations of Subcommittees Chairs:
In addition to the requirements that a specific Subcommittee Chair has, all nominees have the following requirements:
2. One year clean time.
3. Six months residency within the Extreme Northern Area.
4. Understanding of the Twelve Traditions and the Concepts of Narcotics Anonymous.
5. Willingness, time and resources to serve in that position, and the ability to make a 1-year commitment.
6. A subcommittee chairperson should be chosen based upon talents and experience, either inside the fellowship or
outside the fellowship, but in a related field.
B. General Responsibilities of all Subcommittee Chairs:
1. Responsible for organizing subcommittee.
2. Seeks the active support of NA members in the area.
3. Studies the subcommittee manuals and otherwise learns about their subcommittee.
4. Sponsors workshops and holds meetings related to the work of their subcommittee.
5. Submits annual itemized budget, for the incoming trusted servant, at the final ASC of their term for approval.
6. Develops subcommittee guidelines/policy.
7. Submits a report on the past years activities, accomplishments, problems and evaluation of the status of the
subcommittee at the final ASC meeting of their term.
8. Submits budget analysis of actual expenditures vs. budgeted expenditures, at the final ASC of their term.
C. Literature
Qualifications:
1. Five years clean time.
2. One year service experience.
Duties:
3. Provides literature and supplies to groups and members in the Area.
4. Maintains and stores literature inventory and ensures that new literature and copies of all NA literature are
available to the local fellowship.
5. Submits a monthly report of all literature sales and purchases, with receipts.
6. Conducts a quarterly inventory of literature on hand.
7. Collects money for group literature and delivers it to the ASC Treasurer on the same day, before the close of
ASC business. Except for twenty-five ($25.00) to use for change purposes.
8. Maintains an adequate amount literature and supplies on hand.
9. Provides new groups to the ASC, upon arrival, a standard starter package, consisting of up to $34.00 of the
literature and key tags of the groups choosing.
10. Submits budget analysis of actual expenditures vs. budgeted expenditures, at the final ASC of their term.
D. Policy:
Qualifications:
1. Two years clean time.
2. One year service experience.
Duties:
3. Maintains and updates ASC Policy Guidelines. If more than fifteen (15) changes have been made before the
annual policy revision, an updated policy manual will be submitted to the ASC following the fifteenth change.
4. Assists trusted servants, as well as local NA members in learning about ASC Policy.
5. Submits a list of policy motions in force quarterly during term.
6. Submits a revised policy at the final ASC meeting of their term.
7. Keeps two additional copies of policy on-hand to provide to new groups as they join the Area.
8. Submits budget to the ASC at the final ASC meeting of their term.
E. Activities:
Qualifications:
1. Two years clean time.
2. One year service experience.
Duties:
3. Organizes and supervises Area Activities as directed by ASC
4. All area activities must be approved by the ASC minimum of 60 days prior to activity.
5. Must begin organizing annual May campout by December prior to campout.
6. Handles any money received from activities and turns all funds from the activity over to the Area Treasurer within
five (5) business days of the activities completion.
7. Arranges for storage of ASC supplies and, when appropriate, works with other subcommittee chairs in organizing
workshops.
8. Submits budget to the ASC at the final ASC meeting of their term.
9. Submits budget analysis of actual expenditures vs. budgeted expenditures, at the final ASC meeting of their term.
F. Public Information (PI):
Qualifications:
1. Two years clean time.
2. One year service experience.
Duties:
3. Maintains and updates Area meeting schedules.
4. Coordinates with the H&I Chair on the starting of new H&I meetings.
5. Coordinates responses by the ASC to contacts in the local (Non- NA) community.
6. Organizes outreach efforts by the ASC to the local community.
7. Attends the PI Chair meeting that occurs during GRSCNA meeting weekends.
8. Submits budget to the ASC at the final ASC meeting of their term.
9. Submits budget analysis of actual expenditures vs. budgeted expenditures, at the final ASC meeting of their term.
Specific subcommittee policies:
10. After two consecutive absences by a group, the PI Chair will contact a trusted servant of that group, encourage
ASC meeting attendance, and report back to the ASC. The ASC will then determine whether to keep the group on the
meeting schedule.
11. The Area Phone Line functions as an information line, as well as a response line to return calls to any addict
needing help or information. It gives a brief description of Narcotics Anonymous. It also gives the location of each
meeting in the Area, including directions or nearby landmarks to help people find a meeting. The PI Chair updates the
phone line message at least once a quarter as needed. It is also updated whenever groups fold, schedules change, or
new groups join the ASC. If there is no PI Chair, the ASC Chair will bring the matter to the attention of the ASC and make
arrangements for updating the phone line.
12. Submits any new information to the Webmaster at each ASC meeting.
G. Hospital & Institutions (H&I):
Qualifications:
1. Two years clean time.
2. One year service experience.
Duties:
3. Maintains ongoing H&I meetings, supplying volunteer panels and literature.
4. Starts new meetings where possible, and insures that a clean NA message is presented at those meetings.
5. Attends the H&I/PI Chair meeting that occurs during GRSCNA meeting weekends.
Specific subcommittee policies:
6. All literature ordered for H&I will be handled by the H&I Vice-Chair and the ASC Literature Chair.
7. Each H&I facility has a budget of $35.00 per month.
8. The H&I panel will encourage all facilities to purchase their own literature from the World Service Office.
9. Submits any new information to the Webmaster at each ASC meeting.
H. WEBMASTER
Qualifications:
1. Two years clean time.
2. One year service experience.
3. Access to internet ready computer and website related software.
Duties:
4. To maintain and update website with accurate information as directed by the ASC. (Minutes, meeting schedule,
area events, etc.)
5. All content on the website must be approved by the GSRs including but not limited to formatting and associated
links.
6. Submits budget to the ASC at the final ASC meeting of their term.
7. Submits budget analysis of actual expenditures vs. budgeted expenditures, at the final ASC meeting of their term.
8. Submits annual report at final ASC of term to include strengths and weaknesses of web services
I. AD HOC COMMITTEES:
Ad-Hoc committees are developed for a specific and temporary purpose. The ASC Chair appoints someone to Chair the
Ad Hoc Committee, after soliciting input from the ASC members. The Ad Hoc Committee Chair must meet the same
requirements for election as Subcommittee Chairs. Members of the Ad Hoc Committee are selected in one of two ways:
additional members are selected at the ASC either by vote or appointment; or the Ad Hoc Chair builds the AD Hoc
Committee with the help of other local NA members. When the Ad Hoc Committee’s work is completed, the results of that
work, along with the report, are submitted to the ASC. If the work takes longer than one month, the Ad Hoc Committee
Chair will report to the ASC just as a subcommittee chair would.
ARTICLE FOUR: SELECTION OF TRUSTED SERVANTS:
A. NOMINATIONS:
1. Nominations are made in January of each year, elections take place in February, and all new terms begin in
March. All trusted servants are elected for 1-year terms. With the exception of RCM and RCM-A, serving a two year term.
2. All nominees will submit a written service resume to ASC (forms provided by Secretary)
3. Prior to nominations, the Chair explains responsibilities and requirements for that position. The floor is then open
for nominations, which must be seconded. Candidates then state their qualifications, including their experience within
the service structure of NA. Qualifications must be given in person as well as submitted in writing on service resumes.
Nominees must be present at the ASC during nominations and elections, unless a reasonable excuse, which prevents
them from attending, is provided in writing to Admin member prior to ASC.
4. All terms begin in March and end with close of business in February
B. ELECTIONS:
1. Annual elections go back to the groups for a group conscience. A 2/3 majority vote is required for an election in
the case of one nominee and a simple majority for multiple nominees.
2. Vacancies during the ASC year are filled the same way; however, if a trusted servant position remains open for at
least two months, a candidate to fill the position may be elected or defeated by an immediate vote of the GSRs at the
ASC.
3. When voting occurs, candidates leave the room. Votes are counted by raising hands; however, a closed paper
ballet can be employed if 2/3 of GSRs request a closed ballot.
4. ASC trusted servants will serve no more than two terms in the same position without at least a two year break.
There is no limit on how many times an NA member may serve on the ASC as a whole.
ARTICLE FIVE: REMOVAL OF TRUSTED SERVANTS:
A. Voluntary:
1. When a trusted servant resigns prior to the end of their term, the resignation should be given to the ASC Chair,
in writing, prior to the ASC meeting. If the Chair resigns, notice is to be given to the Vice-Chair.
B. Involuntary:
2. Relapse during term of office.
3. Missing three consecutive ASCs during term OR missing four total ASCs during term. (The only exceptions are
for RCM and RCMA; the total number will apply per year due to two year terms.)
C. Impeachment
1. Grounds for Impeachment: These grounds represent prerequisites for impeachment. They are not meant to
imply that impeachment is necessarily in order in every case which they exist. They are simply intended as a guide to
“group conscience” when impeachment proceedings are initiated. This is needed in case of breach of traditions, a
malicious misuse of the terms and conditions of position and/or generally unethical conduct inconsistent with the role of
trusted servant, including failure to perform duties and responsibilities.
a. Violation of Traditions: This must be something more than a vague charge of self-will, it should involve specific
actions.
b. Misuse of office: This should likewise be specific, i.e. stealing money from the Area.
c. Failure to perform duties: This might be a more general charge in the case of a trusted servant who simply was
not fulfilling the responsibilities for which that person was elected, or doing so poorly.
d. Lack of attendance at ASC meetings: This is a specific aspect of failure to perform duties for which specific
conditions are set. If a trusted servant misses three consecutive ASC meetings, without notifying the Chair and
submitting a monthly report, they will immediately and automatically be impeached. If the RCM or RCM-A misses a RSC
meeting without notifying the ASC Chair, or misses two consecutive RSC Meetings, the Chair will also bring this before
the ASC.
2. Procedures:
a. A trusted servant against whom a motion to impeach has been made is given time to prepare a defense. If the
motion is made at the ASC, the impeachment hearing is scheduled for the following ASC. If a motive of intent to impeach
is given to that person and the Chair, at least two weeks prior to the next ASC meeting, the hearing will take place at that
meeting.
b. At the hearing, the motion is presented, along with the cause of that motion, and all relevant information is given
to the ASC.
c. The person so charged is given an opportunity for a rebuttal, with a ten minute time limit for each side.
d. Others may speak, pro or con, at the discretion of the Chair.
e. The motion to impeach then goes to the groups, along with relevant information, and pro and cons. An
impeachment requires a 3/4 majority vote and must be done by secret ballet.
ARTICLE SIX: MEETINGS
A. ASC Meeting Format
The ASC Chair directs the meeting. Anyone wishing to take part in the meeting must be recognized by the chair prior to
speaking.
>> Opening prayer
>> Readings (Purpose of the ASC, Twelve Traditions, Twelve Concepts)
>> Roll Call
>> Open Forum (10 minutes) (Not time to discuss motions)
>> Minutes of previous ASC (approved or corrected)
>> Treasurer’s Report
>> Subcommittee Reports
>> Group Reports (followed by unrecognized group reports)
-----Break-----
>> Official Roll Call (This roll call establishes Quorum and attendance records).
>> Old Business
>> Nominations/Elections (if necessary)
>> New Business (Discussion on any subjects allowed as well)
>> Review of Motions going back to groups
>> Date of next ASC meeting
>> Closing Prayer
1. The Extreme Northern ASC shall hold its monthly business meeting on the third (3rd) Sunday of every month,
(unless a major holiday falls on that weekend, in which case, any changes will be brought as a motion during new
business of the prior ASC meeting) in Calhoun, Ga. The Calhoun Unity Group has made their meeting location available
indefinitely. The meeting will normally begin at 6:30 PM with sub-committee meeting held prior to the ASC, at the same
location. The meeting shall have a two-hour time limit. Time limit can be extended with a motion and a 2/3 majority vote
of “active” groups present.
2. Quorum shall be the minimum number of participants needed to conduct business.
3. Quorum shall be established as one-half, plus one of “active” groups on area roll. “Active” groups will be
defined as those groups with ability to vote in “Old Business”. A quorum shall be established during official roll call after
break. If quorum cannot be reached within 15 minutes, then no new business shall occur and meeting is adjourned. If
quorum is not reached in three consecutive ASC meetings, then the admin committee shall create and implement a new
quorum requirement.
4. Open Forum is a time for anyone to address the area without any rebuttal. This is limited to ten minutes.
5. Before business begins, the floor will be opened for any member of the local fellowship to speak on any matter
which concerns the Area, and which is not on the agenda. This is limited to ten minutes.
ARTICLE SEVEN: PARTICIPATION AND PROCEDURES:
A. MOTIONS:
1. The following ONLY can make a motion:
a. GSRs (GSRA in absence of GSR or other designated group representative)
b. All members of the administrative subcommittee except the ASC Chair
c. All Subcommittee Chairs.
d. Only GSRs can second a motion.
e. Motions must be seconded before any discussion or voting.
f. All motions are made during New Business.
g. All motions need to be on approved motion forms and must state the intent, a notation of policy affected, and
financial impact, if any, before any motion can be considered.
2. Discussion
a. The ASC Chair directs the meeting. Anyone wishing to take part in the business of the meeting must be
recognized by the Chair prior to speaking.
b. Once a motion is seconded, discussion begins. Usually the maker of the motion gets the first pro. All motions get
three pro and three cons. Anyone present may speak; though precedence is given to GSRs and ASC trusted servants.
3. Voting:
a. When discussion is over, the Secretary will read the motion and intent.
b. Most motions require a simple majority to pass.
c. Voting is then done by a show of GSRs hands (unless votes are for impeachment or elections, in which case a
secret ballet may be employed). The votes are tallied by Chair (or designated Admin member). A simple majority is
more yes votes than no votes, abstentions do not affect calculation. (Example: 4 “yes”-2 “no”-3 “abstain” = motion
passes). The only exception is when there are more “abstaining” votes than “yes” votes then motion fails.
d. When a 2/3 or 3/4 majority is required to pass a motion (policy change, election, or impeachment), then the total
“yes” votes is divided by the total number of “active” groups present. (Example: If 12 “active” groups are present at
ASC, then for a 2/3 majority 8 “yes” votes required and 9 “yes” votes needed for 3/4 majority).
e. Inactive groups may not vote.
f. In the event of a tie, then the ASC Chair will cast the deciding vote. (Only for motions requiring a simple majority.
Chair can decline to vote (abstain) and motion fails or send back to groups based in spiritual principles).
4. Motions going back to groups:
a. Any motion to change policy, except house keeping motions, will go back to groups. GSRs can vote to change
policy with a 3/4 majority vote of “active” groups represented.
b. Any motion to spend more than $300.00 on any item or related items (example: An activity that needs $200 for
facility and $100 for miscellaneous items MUST go back to groups because this is really a single item).
c. Any motion that significantly affects the area as a whole can be directed back to groups at the discretion of the
Chair. This can be overruled by a 3/4 majority vote of “active” groups present at ASC.
5. Committee of the Whole:
a. When more discussion is needed than normal procedure allows, or when a situation needs to be discussed which
may or may not require any parliamentary action, going into a Committee of the Whole provides greater freedom to do
so. It requires a motion and a 2/3 vote to pass. The Chair may express opinion during such discussion.
6. Open Forum:
a. Before business begins, the floor opens for any member of the local fellowship to speak on any matter which
concerns the Area, and is not on the agenda.
b. The individual(s) may speak without any rebuttal from other members present at ASC. This offers any individual
a forum to express any opinion without fear of reprisal.
ARTICLE EIGHT: FINANCIAL GUIDELINES:
A. FINANCIAL GUIDELINES FOR THE ENASC AND ITS TREASURER:
1. There are to be (4) people on the signature card for the ASC checking account. Those listed will be Chair, Vice-
Chair, Treasurer, and Alternate Treasurer. If one or more signatures need changing or positions are vacant, GSRs will
determine which Admin members will be placed on signature card. This requires a motion and a 3/4 majority of “active”
groups present at ASC.
2. All checks are to be signed by two of current members listed on signature card.
3. All expenditures made by the ASC shall be paid by check.
4. The Extreme Northern Area Treasurer shall issue a receipt to all groups for donations made to the ASC, as well
as moneys received from subcommittees. This will serve to create a written history of financial activity and facilitate the
bookkeeping of both the group and the ASC. Receipts shall be sequentially numbered with duplicate retained by the
Treasurer.
5. Funds of the ASC shall not be used for any personal reasons. Funds are not to be extended for any reason
other than those items that are, or have been, approved by the ASC.
6. No ASC funds shall be spent without the approval of the ASC as a whole.
7. Emergency expenditures by the Administrative Committee may be made with the notification of GSRs and the
approval of a majority of the GSRs.
8. On a check made payable to one of the authorized signers on the bank account, the payee shall not be
authorized to sigh the check and other signatures are required.
9. Under no circumstances are checks to be signed by any signer with the payee left blank.
10. ASC funds shall be kept in a single bank account, with checks requiring two (2) signatures.
11. An interested party rule shall be in effect: That no two persons living in the same household can both have
names on same check.
12. The statements of all ASC accounts are to be mailed to the ASC post office box.
13. Funds are to be deposited within 48 hours of receipt.
14. All moneys received from Groups as donations to the ASC or otherwise shall be in the form of money order,
check or cash; rolled coins will be accepted.
15. The ASC Treasurer shall make written financial reports on contributions and expenditures at each regularly
scheduled meeting of the ASC.
16. The Treasurer’s Report shall consists of the following: Group Contribution Record, Check Register showing at
least the last transaction on the last report and all transactions following, copy of the most recent bank statement with
the account number blocked out and a reconciliation of the bank account.
17. Every committee member who receives money from the area fund is to account for it in a written report to the
committee.
18. The Treasurer should be careful to get a receipt whenever they make a payment. These receipts should be
preserved in regular order, as they are the vouchers for the payment, which should be examined by the Auditing
Committee.
19. In order to be reimbursed, a receipt must be presented. A written piece of paper simply listing the expenditures
is not acceptable. For reimbursement of auto travel, a receipt is not necessary. Point of departure and point of
destination must be designated along with the number of miles driven. Driving other than point of departure to point of
destination (i.e. such as for meals) is not reimbursable. Reimbursement for auto travel will be at $0.26 per mile.
20. In general, auto travel is only reimbursable for those trips necessary for the fulfillment of ASC duties. This
would include trips to the RSCs by those required to attend them. Prudence and common sense should indicate which
trips are to be reimbursed and which should not. In any case, the amount of auto travel that is reimbursable should not
exceed the representative or committee’s approved budget included with their other expenses.
21. Annual itemized budgets for all ASC trusted servants should be submitted to the ASC in February of each year,
to be approved at the March ASC.
22. Approved budgets will be reflected in an ASC annual budget to be prepared by the Area Treasurer and
presented to the ASC in February.
23. Any expenses in excess of the approved budget will require a motion passed by the ASC prior to reimbursement.
24. The ASC maintains a prudent reserve of $750.00. Area funds will go below this level only in time of serious
need. Approval to go below prudent reserve requires a 2/3 vote.
25. The literature fund is to be maintained by the Area Treasurer in the ASC checking account. Money collected for
group literature will be used solely for replenishment of Area literature.
26. Annual financial audits are conducted after the ASC in February. The results are submitted to the new ASC in
March. The audits review all records for the preceding year to insure accuracy and to protect the Area’s money. The
outgoing Chair, the incoming Chair, along with the outgoing and incoming Treasurer’s as well as the outgoing and
incoming Literature Chairs, conducts the audit. Any other ASC trusted servant or GSR could also attend. The Literature
fund audit will include an accurate inventory of all literature and supplies in Stock. An audit should also be preformed
whenever there is a change of position in the ASC relevant to ASC funds.
B. BUDGETS
1. Exteme Northern Area Secretary in the amount of $25.00 with the excess money rolling to the next month.
ARTICLE NINE: MISCELLANEOUS ITEMS:
A. Area Inventory:
1. Any GSR or ASC trusted servant can make a motion for an Area inventory. A simple majority is required to pass.
If the motion passes, a brief report stating the perceived need for an Area inventory will be included in the minutes. The
ASC Chair will organize an inventory within sixty days. The ASC Chair will also chair the inventory or appoint someone
else to do so. There is usually a follow-up meeting, scheduled at the inventory, to assess the situation. For attendance
purposes, the Area inventory will count as an ASC meeting.
B. Special Votes:
1. The ASC Chair can call for a special vote, with due cause. The Chair will then notify all GSRs by certified mail, or
any other method of communication that is equally effective, of the need for a special vote, explain the matter on which
the GSRs are voting, and include a stamped, self-addressed envelope ( with the ASC’s address). The Chair will then
count the votes sent in, along with however many ASC trusted servants or GSRs are able to participate. At the following
ASC, the situation is reviewed, the ballots are made available for inspection, and the results verified. Due cause would
include situations such as the following: The ASC forgot to provide funding for some activity scheduled before the next
ASC, other timely business was neglected or overlooked, motions going back to the RSC were forgotten, or some matter
was brought to the ASC’s attention, by the RSC or WSC, for which input must be given before the next ASC.
C. GSR Workshop:
The Extreme Northern Area Service Committee will host an annual GSR orientation workshop. GSRs will determine the
best time to hold this event. The RCM and RCMA will co-host the event.