San$Diego$Imperial$Counties$Region$of$Narcotics$Anonymous$ Western$Service$Learning$Days$$ XXX$Host$Committee!Guidelines$ $$
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- Elisabeth Dana Ross
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1 SanDiegoImperialCountiesRegionofNarcoticsAnonymous WesternServiceLearningDays XXXHostCommitteeGuidelines I. Purpose ThepurposeoftheWesternServiceLearningDays(WSLD)XXXHostCommittee(HostCommittee)isto organize,coordinateandproducethewsldxxxeventwithinthe6weekperiodof3weekspriortotheendof Octoberand3weeksfromthebeginningofNovemberperWSLDSteeringCommitteeGuidelines.Theeventis scheduledtotakeplacetheoctober21)23,2016.theseguidelinesareestablishedbyandforthishost CommitteeundertheauthorityoftheSanDiegoImperialCountiesRegionofNarcoticsAnonymousRegional ServiceCommittee(SDICRNA)RSC),anditsGuidelinesandStandingRules. II. Guidance TheHostCommitteeshallfollowtheseguidelines,theGuidelinesandStandingRulesoftheSDICRNA)RSC,the GuidelinesoftheWSLDSteeringCommittee,the12Traditionsandthe12ConceptsofServiceforNarcotics Anonymous.Intheeventofaconflict,theSDICRNA)RSCGuidelineswillsupersedetheHostCommittee Guidelines.AclearmessageofrecoveryinNarcoticsAnonymousbybeingofservicetoNarcoticsAnonymousis thegoal. III. SubCCommitteeParticipants TheWSLDXXXHostCommitteeshallconsistofanAdministrativeTeamincluding: WSLDXXXHostCommitteeChairperson(Chair) WSLDXXXHostCommitteeViceChairperson(ViceChair) WSLDXXXHostCommitteeTreasurer(Treasurer) WSLDXXXHostCommitteeSecretary(Secretary) WSLDXXXHostCommitteeFacilityCoordinator(FacilityCoordinator) AdministrativeTeampositions,excepttheChairwhoiselectedbytheRCMsattheRSC,willbefilledby membersnominatedandelectedutilizinganominationandelectionspacketwhichisattachedheretoas AppendixA 1 asspecifiedinarticlexoftheseguidelines.inaddition,therewillbetaskgroupcoordinators, TaskGroupMembers,andMembers. IV. ResponsibilityandAccountability TheHostCommitteeisaccountableandresponsibletotheSDICRNA)RSCofNarcoticsAnonymous.SDICRNA) RSCisultimatelyresponsiblefortheoperationandfinancesoftheHostCommittee;howeverprimary responsibilityrestswiththehostcommittee.thehostcommitteeisultimatelyresponsibletothegroupsand individualmembersofnarcoticsanonymousinitssponsoringregion,thesandiegoimperialcountiesregion ofnarcoticsanonymous. V. FinancialResponsibility TheSDICRNA)RSChavingauthorizedsubmissionofabid,havingcommitted3,500seedmoneyandhaving approvedtheformationofawsldxxxhostcommitteeanditsguidelines,isultimatelyfinanciallyresponsible forthisevent;howeverprimaryfinancialresponsibilityfortheeventrestswiththehostcommittee.sdicrna) RSCwillmanagefundsuntilsuchtimeastwoofthethreesignatorypositions(Chair,ViceChairandTreasurer) arefilled.atthattimethehostcommitteewillrequesttheopeningofacheckingaccountfromthesdicrna) RSOCFOandsubmitaMotionRequestingaChangeintheStandingRulesSection#5,CapitalReserveAmounts, 1 TheNominationsandElectionsPacketoftheSDICRNA)RSCStandingRulesincludes:StatementofWillingness,Statement onpolicyofmisappropriationofnafundswithaccompanyingquestionnaire,andserviceresume SDICRNA)RSCWSLDXXXHostCommitteeGuidelines Revised14FEB15 1
2 V. FinancialResponsibility(cont d) allottingthewsldxxxhostcommitteea25,000.00capitalreserve.thesdicrna)rsoceowillbethefinal authoritywhenitcomestosigningcontractsregardingthisevent. Thereispresently1,000WSLDseedmoneyfortheeventthattravelswiththeevent.Eacheventsends500 seedmoneytothenexteventand500seedmoneytothefollowingevent.additionalseedmoneyand fundraisingaretheresponsibilityofthehostingregion/area. VI. DistributionofFunds AllexpendituresmustbeapprovedbytheHostCommitteepriortoincurringtheexpense.Travelexpenseswill bereimbursedutilizingthesdicrna)rscstandingrules#3travelpolicy.acompleted HostCommittee Funding/ReimbursementForm andappropriatereceiptsmustbesubmittedtothetreasurerfor reimbursement.receiptsforautomobiletravelmustbeitemizedwithmilesdrivenfromdeparturepointto destination.mileageforpersonalreasonsisnotreimbursable.asthisregiondoeshaveatravelandmeal allowancepolicy,sdicrna)rscstandingrules#3,thehostcommitteedeferstothatpolicyasitrelatesto MemberswhotravelforthiseventasrequiredbytheHostCommittee. 1. Allchecksandcashwithdrawals[noteitem#3below]shallrequiretwosignatures,onefromtheHost CommitteeChairorViceChairandonefromtheTreasurer. 2. Checksshouldbemadepayabletovendorsand/orbusinesseswheneverpossible. 3. Itisnotnormalpracticetomakecashwithdrawals.Thisshouldbeavoidedifatallpossible. 4. Allregularmonthlyoperatingexpenseswillbepaid.Noapprovalisneeded. 5. AllotherexpensesmustbeapprovedinadvancebytheHostCommittee. Atthecompletionoftheevent,allexpensesmustbepaidandseedfundsreturnedtotheWSLDaccordingto theirguidelines.allremainingfundsandanyunsoldmerchandisewillbeturnedovertosdicrna)rsc 2. VII. ReportingtotheSDICRNACRSC TheHostCommitteeChairorViceChairshallmakeregularwrittenreportstotheSDICRNA)RSCperSDICRNA) RSCGuidelines.ReportsshallincludeHostCommitteeMeetingMinutesandTreasurerReports.TheHost CommitteeshallselectliaisonstotheConvention,HospitalsandInstitutions,Outreach,Phone)lines,Public Information,Web)siteandSDICRNA)RSOSub)Committeesasrequired. VIII. DecisionMaking TheHostCommitteewillfollowtheTwelveTraditionsandTwelveConceptsofServiceinNarcoticsAnonymous whenitcomestoitsdecisionmakingprocesses,especiallythe6 th through9 th ConceptsofService.Inallcases, exceptwherethereisnoagreementamongstitsmembers,thehostcommitteewillapplyconsensusbased DecisionMakingProcesses.AllmembersoftheHostCommitteearestronglyencouragedtoparticipatein decisionmakingprocesses.inaddition,allmembersofthesandiegoimperialcountiesregionofnarcotics AnonymousfellowshiparestronglyencouragedtoparticipateinthedecisionmakingprocessofthisSub) CommitteebysatisfyingtherequirementsoftheseGuidelinesspecifiedinArticleXII,SectionO,Sub#3. ForthepurposesofQuorumwhereConsensuscannotbereached;Quorumshallbeasimplemajorityof VotingMembersbeingpresent[50%plus1]. 2 PleaserefertoArticleXVoftheseGuidelinesforclarityregardingDistributionofFundsatcloseofevent. SDICRNA)RSCWSLDXXXHostCommitteeGuidelines Revised14FEB15 2
3 IX. Attendance RegularattendanceisessentialtotheeffectivefunctioningoftheHostCommittee.Attendanceisrequiredby alladministrativeteammembersandtaskgroupcoordinatorsateachregularlyscheduledhostcommittee meeting.if,forextraordinaryreasonsandwithadvancenotice,amemberisunabletoattendameeting,a writtenreportmaybesubmittedtothechairpriortothemeeting.ifamemberoftheadministrativeteam missestwoconsecutivemeetingswithoutpriornotification,thehostcommitteeshallvotetoeitherreplaceor retaintheadministrativeteammember.(seebelowforadditionaldetailsontheelectionofadministrative Team.) X. Elections TheChairisnominatedandelectedbyavoteoftheRCMsattheSDICRNA)RSCAnnualmeetinginSeptember 2014.TheHostCommitteeViceChair,TreasurerandSecretaryshallbeselectedbyvoteatthefirstmeetingof thehostcommittee,utilizingthenominationsandelectionspacketfromsdicrna)rscstandingruleswhichis attachedtotheseguidelinesasappendixa,followingtheestablishmentoftheseguidelines.shouldthewsld SteeringCommitteeacceptandapproveourbidtohostWSLDXXX,theHostCommitteeMeetingheldin November,2014,shallbedeemedanOrganizationalMeeting.Membersmayself)nominatetoanyremaining positionbypresentingacompletednominationandelectionpacketasspecifiedabovetoallinattendanceat thehostcommitteeorganizationalmeeting.remainingpositionswillbeappointedbyhostcommitteevote. Whenapositionhasbeenvacated,theelectionofthenewAdministrativeTeamMember,TaskGroup CoordinatororMemberwillbeconductedatthenextHostCommitteemeeting.IntheeventthattheChair positionbecomesvacant,thevicechairwillpresideaschairuntilanewchaircanbevotedin. XI. Meetings InitiallymeetingsoftheHostCommitteewillbeheldthe2 nd WednesdayoftheMonthat8:00pmatthe SDICRNA)RSOlocatedat4689FeltonSt,SanDiego,CA92116.Anychangestomeetingday,timeorlocation willbeannouncedattherscandpublishedonthesdicrnawebsiteatwww.sandiegona.org. XII. RecallVotesandRedressofGrievances TheHostCommitteepoliciesforRecallandRedressofGrievancesshallfollowcurrentSDICRNA)RSCGuidelines andstandingrulesandthetwelvetraditionsandtwelveconceptsofserviceofnarcoticsanonymous. XIII. MembershipRequirements,ResponsibilitiesandDuties AllmembersareencouragedandexpectedtobeactiveparticipantsinNarcoticsAnonymousintheSanDiego ImperialCountiesRegionofNarcoticsAnonymousandfollowthe12Steps,12Traditionsand12Conceptsof ServiceofNarcoticsAnonymous. A) Chairperson Requirements 1. 10yearscontinuousclean)time 2. PreviousserviceexperienceinNAattheRegionalorArealevelinsomeformofPublicRelations 3. Abilitytoleadameetingandguidethesub)committee Responsibilities 1. IsthesinglepointofaccountabilityfortheHostCommitteeandtheprimarycontactforthefellowship fortheevent 2. ChairallregularmeetingsoftheHostCommittee 3. Settheagendainwritingandmakeitavailabletoallparticipantsatthemeeting 4. MakewrittenreportstotheHostCommitteeasneeded 5. MakeregularwrittenandoralreportstotheSDICRNA)RSC SDICRNA)RSCWSLDXXXHostCommitteeGuidelines Revised14FEB15 3
4 XII.MembershipRequirements,ResponsibilitiesandDuties(cont d) A) Chairperson(cont d) 6. Provideleadership,guidanceandencouragementtotheHostCommitteeanditsTaskGroups 7. RepresentWSLDXXXatWSLDXXIX 8. Isasigneronthecheckingaccount 9. ChairservesuntiltheHostCommitteeisdissolved B) ViceChairperson Requirements 1. 10yearscontinuousclean)time 2. PreviousserviceexperienceinNAattheRegionalorArealevel Responsibilities 1. AssumealltheresponsibilitiesoftheChairintheChair sabsence 3. MakewrittenreportstoHostCommitteeatmeetingsasneeded 4. Provideleadership,guidanceandencouragementtotheHostCommitteeanditsTaskgroups 5. MakewrittenandoralreportstotheSDICRNA)RSCwhenrepresentingHostCommitteeChair 6. MaintainregularcontactwiththeTaskGroupCoordinatorsandassistthemasneeded 7. Keeptheattendancerecordsforpurposesofestablishingvotingstatus 8. Isasigneronthecheckingaccount 9. ViceChairservesuntiltheHostCommitteeisdissolved C) Treasurer Requirements 1. 5yearscontinuousclean)time 2. Abilitytopresentfinancialinformationinaclearandconcisemanner 3. PreviousserviceexperienceasaTreasurerofacommittee,sub)committee,orworkinggroupin NarcoticsAnonymousattheRegionalorArealevel Responsibilities 1. Keepaccuratefinancialinformationinaclearandconcisemanner 2. PresentcompletewrittenandoralreportateachHostCommitteemeeting 3. MakewrittenandoralreportstotheSDICRNA)RSCintheabsenceoftheChairorViceChair 4. ProvidecopiesofbankstatementswithwrittenreportforChair,ViceChairandSecretaryforthe minutes,andthesdicrna)rsctreasurer/sdicrna)rsocfoforaccountability 5. Includecopyofbankreconciliationwiththewrittenreportsasapplicable 6. CoordinatewiththeRegistration,FundRaisingandMerchandisingTaskGroupstopromptlydeposit fundsinthehostcommittee scheckingaccount 7. Maintainsphysicalcustodyofcash,checkbook,receipts,reportsandelectronictransactionrecords 8. SupervisesallhandlingofmoneyduringWSLDXXXandpre)WSLDXXXevents 9. Isasigneronthecheckingaccount 10. AdherestoeventmoneyhandlingproceduresestablishedbytheSDICRNA)RSCandSDICRNA)RSO 11. IsresponsibleforobtainingaSeller spermit,ifoneisrequired 12. TreasurershallserveuntiltheHostCommitteeisdissolved SDICRNA)RSCWSLDXXXHostCommitteeGuidelines Revised14FEB15 4
5 XII.MembershipRequirements,ResponsibilitiesandDuties(cont d) D) Secretary Requirements 1. 3yearscontinuousclean)time 2. MustbeComputerliterate[abletoUtilizeOfficeprogramsand ] 3. Abilitytopresentwritteninformationinaclearandconcisemanner Responsibilities 1. PreparecompletewrittenminutesofallHostCommitteemeetings 2. Providecopiesoftheminutestoallparticipantswithinoneweekofthemeeting 3. Maintainamotionanddecisionloganddistributeasneeded 4. Bringcopiesofallrecordstoeachmeetingforreference 5. Makecopiesoftheguidelines,budget,motionanddecisionlog,andblankmotionformsavailablefor allparticipants 6. Maintainanddistributearosterofallparticipantswhichincludes addressesandphonenumbers 7. NotifymembersoftheHostCommitteeandtheRegionalWebsiteofanychangeinmeetingdate,time and/orlocationfarenoughinadvancetofacilitateattendance E) FacilityCoordinator Requirements 1. 5yearscontinuousclean)time 2. Prioreventexperienceandfamiliaritywithcontractsandcontractnegotiations 3. ExperiencewithanAreaorRegionalserviceposition Responsibilities 1. AttendsmonthlyHostCommitteemeetingsandpresentswrittenandoralreports 2. LiaisonbetweenHostCommitteeandthehotel,servingastheprimarypointofcontactwiththehotel 3. ResponsibleforpreparingcontractsandaccompanyingHostCommitteeChairtoSDICRNA)RSC meetingsandtosdicrna)rsoceoforsignature 4. Negotiateandcompleteallpreliminarypaperworkwithhotelincludingcontractsandcredit applications 5. ArrangeforinsuranceinconjunctionwithSDICRNA)RSO 6. WorkcloselywithallTaskGroupsandCoordinatorstoensureadequatefacilityresources F) TASKGROUPCOORDINATORS Requirements 1. 5yearscontinuousclean)timeforRegistrationCoordinator;3yearscontinuousclean)timeallothers 2. Skillsandexperiencerelevanttothedutiesofassignedtask 3. Abletoperformdutiesinaspiritofunityandservice Responsibilities 1. Recruitmemberstoserveandfulfillallresponsibilitiesnecessarytocompletetheassignedtask(s) 2. Developatimelineandworkplanforcompletingassignedtasks 3. ServeasaliaisonandsubmitoralandwrittenreportstotheHostCommittee 4. ProvideSecretarywithcopiesofallminutesfromTaskGroupmeetings 5. Bringalldrafts,expenditures,recommendationsandsuggestionstoHostCommitteeforapproval 6. EstablishTaskGroupmeetingtimesandlocations 7. Securebidsfrom3vendorswheneverpossibleforapprovalbyHostCommitteebeforeobligatingor incurringanyexpensesforgoodsand/orservices 8. Identifybestpracticesandshareexperience,strengthandhopeinaportionofthehand)offpackage specifictotheirtask SDICRNA)RSCWSLDXXXHostCommitteeGuidelines Revised14FEB15 5
6 XII.MembershipRequirements,ResponsibilitiesandDuties(cont d) TASKGROUPCOORDINATORS(cont d) 9. Attendtotheresponsibilitieslistedforthetasksbelow,performadditionaleffortsasneededforthe taskand/orasdirectedbythehostcommittee FC1)RegistrationCoordinator 1. Overseesallregistrationfunctions A. Allregistrationrelateddeposits,moneyhandling,andtrackingmethodologieswillbecoordinated withandapprovedinadvancebythetreasurerandinaccordancewithallmoneyhandling proceduresofthesdicrna)rscguidelinesandstandingrules. B. Pre)registration i. IncollaborationwithArt&Graphics 1. Createbrochure/flyer(includesregistrationfortheeventandhotelinformation) 2. Createpostingand/orweb)linkforuseonregional/areawebsites ii. Distributebrochure/flyertoregions/areasasdirected iii. RentPObox,ifrequired iv. CollaboratewiththeWeb/ /MediaCoordinatoronpre)eventcommunication v. Prepareanddistributeregistrationpacketsandnamebadges vi. Processpre)registrationsandprovideconfirmationviaelectronicorwrittencommunication vii. Coordinatewithfundraisinggroup C. OnsiteRegistration i. CoordinateregistrationareawithFacilityCoordinator ii. Manageallonsiteregistrationfunctionsandvolunteers iii. SelleventticketsasdirectedbytheHostCommittee FC2)Merchandise/FundraisingCoordinator 1. Prepareapurchaseorder,basedonthebudget,whichincludesalistofallitemstobesold,their cost,andproductiontimes;purchaseorderisbesubmittedtothehostcommitteeforapproval 2. SuggestretailpricingforworkinggroupreviewandapprovalbytheHostCommittee 3. Coordinatewithlocalareasonopportunitiestopromotepre)eventsales 4. Ensurethatadequatespaceisallocatedforthehandlingandsellingofmerchandiseattheevent 5. Keepaccurateanduptodateinventoryandfinancialrecords 6. WorkwiththeTreasurertoreviewallfinancialrecordsandreceipts 7. ProvideafinalinventoryofunsoldmerchandisetotheHostCommitteewhichincludeswholesale andretailvalues 8. Contributethemerchandisingsectionofthehand)offpackagefornexteventteam FC3)EntertainmentCoordinator 1. TakedirectionfromtheHostCommitteeregardingentertainmentpriorities 2. Arrangeforentertainmentasdirected 3. WorkwiththeFacilityCoordinatortoarrangeforspace,soundssystems,roomsetup,etc. SDICRNA)RSCWSLDXXXHostCommitteeGuidelines Revised14FEB15 6
7 XII.MembershipRequirements,ResponsibilitiesandDuties(cont d) FC4)ArtsandGraphicsCoordinator 1. Solicitbidsfromgraphicartistsandprinters;coordinatewithselectedartist(s)andprinter(s)for designing,typesetting,printingandsigns 2. Develop,inareproducibleformat,HostCommitteeapprovedlogos,banners,conventionprograms, pre)registrationbrochures,eventtickets,directionalsignsandprogramsignage 3. Workswitheachofthetaskgroupstofulfilltheirsignageneeds FC5)HostCoordinator 1. WorkwiththeFacilityCoordinatorandallothertaskgroupstodevelopaworkingplanforthe conference.thisplanshouldaddresssecurity,audio/visual,conventionspaceneeds,parking,various costs,etc. 2. TheCoordinatorwillleadtheHostTaskGroupto... A. Serveasthehostfortheconference B. Workwithothertaskgroupstomeetallon)siteneeds C. Recruitvolunteersfortheconference D. Setupandstaffahospitalitytableforvolunteercheckinandwherememberscanfind informationonlocalrestaurants,pointsofinterest,publictransportationschedulesandlocal NAmeetingschedules FC6)Web/ /MediaCoordinator 1. DevelopanonlinepresenceforWSLDXXX A. Providetext,graphics,andlayoutpreferencestotheRegionalWebServantincluding: i. infoaboutevent ii. registrationinfoandonlineportal iii. volunteerrecruitmentandsignups iv. hotelregistrationinformation v. informationinenglishandspanish B. ProvideregularupdatestotheSDICRNA)RSCWebSiteSub)CommitteeChair 2. Use toprovideregularupdatestomembers A. Maintainadatabaseof addressesofinterestedmemberspluschallengedandcommon interestcommunities B. Use toinformmembersandgenerateinterestintheevent 3. EmploybestpracticesforusingsocialmediaasoutlinedintheSP SocialMediaandOurGuiding Principles 4. UseavailablefellowshipcommunicationsmediatodisseminateinformationaboutWSLDXXX A. B. NAWayannouncementsbeginning6monthsout C. Developarticlesforregional/areanewsletters FC7)ProgramCoordinator 1. EstablishprogramfortheconferencewithtracksinEnglishandSpanish A. Recommendtopicsforworkshopsandsecurefacilitatorsorpresentersforworkinggroup approval B. RecommendspeakersforworkshopsforHostCommitteeapproval C. Getandrecommendmainspeakerswithexperienceindifferentareasofservice(Outreach,H&I, PI,Phonelines,WebSite,etc.)forHostCommitteeapproval SDICRNA)RSCWSLDXXXHostCommitteeGuidelines Revised14FEB15 7
8 XII.MembershipRequirements,ResponsibilitiesandDuties(cont d) FC7)ProgramCoordinator(cont d) 2. Contactpotentialspeakersforavailabilityandconfirmtheirselection A. Maketravelarrangementsandroomreservationsforthemainspeakerswithinthesetbudget requirementsinaccordancewithstandardpracticewithinthesdicrna B. WelcomespeakersattheProgramcheck)intable 3. Recommendvendorandoverseerecordingofallworkshops 4. Secureandcoordinatevolunteersecretariesandspeakersforallmeetings 5. Conductacensusofattendeesatworkshopsandmainspeakermeetings G) TaskGroupMembers/Members Requirements 1. Noclean)timerequirement. 2. ActiveparticipationinNarcoticsAnonymousinSanDiegoImperialCountiesRegionofNarcotics Anonymous 3. TobeaVotingMemberorconsideredintheConsensusofthisHostCommittee,membermust attendtwoconsecutivemeetings;whentwoconsecutivemeetingsaremissedwithoutprior notificationtothechair,vicechairorsecretarymembermustre)establishvoting/consensus privileges Responsibilities ActivelyparticipateinHostCommitteeanditsmeetings;followthroughwithanyassignmentsmade. XIV. XV. Misappropriation/MisuseofFundsandMisconduct: TheHostCommitteedefaultstotheSDICRNA)RSCGuidelinesandStandingRulesasitmaypertaintoany allegationofmisappropriation/misuseofnafundsorotherallegationsofmisconductbyanymemberof thishostcommittee. DissolutionofHostCommittee 1. TheHostCommitteeshallbedissolvednomorethanthree(3)monthsafterWSLDXXXorifourBid tohostwsldxxxisnotsuccessful. 2. ThisHostCommitteemustprovidetheSDICRNA)RSCwiththefollowingpriortodissolution: A. ReturnanyfundsoverandaboveHostCommitteeexpensesnototherwiseearmarkedfor disbursementperwsldsteeringcommitteeguidelinesordonatedtothenaws/wso/wsc. B. TheHostCommitteewillmakethefollowingpercentagedonationtoNAWS,WSO,WSC:10%of incomeoverandaboveexpenses. C. Completefinancialrecords 3. Allbillspaidincluding: A. 500seedmoneyforWSLDXXXI,ifnotalreadydisbursed B. 500seedmoneyforWSLDXXXII,ifnotalreadydisbursed 4. ArchiverelevantdocumentsandprovideclosingreporttoSDICRNA)RSC,WSLDSteeringCommittee andhostcommitteeasneeded 5. ClosePObox,bankaccount,andaMotiontodeleteWSLDXXXHostCommitteefromtheSDICRNA) RSCGuidelinesandStandingRules. SDICRNA)RSCWSLDXXXHostCommitteeGuidelines Revised14FEB15 8
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