Ontario Regional Convention Of Narcotics Anonymous

Transcription

1 Ontario Regional Convention Of Narcotics Anonymous Policies and Procedures Revised July 2013 GOD, grant us knowledge that we may write according to Your Divine precepts. Instill in us a sense of Your purpose. Make us servants of Your will and grant us a bond of selflessness, that this may truly be Your work, not ours in order that no addict, any where, need die from the horrors of addiction. Basic Text of Narcotics Anonymous - Page XVI

2 1.0 NAME ORC MEMBERS PURPOSE/FUNCTION PURPOSE OF THE CONVENTION: FUNCTION: ORC REFERENCES TWO OR MORE ORC COMMITTEES PREVIOUS ORC MERCHANDISE SERVICE MEETINGS ADMINISTRATIVE COMMITTEE: CHAIRPERSON ALT. CHAIRPERSON SECRETARY ALT. SECRETARY TREASURER ALT. TREASURER SUBCOMMITTEES GENERAL POLICIES ARTS AND GRAPHICS CONVENTION INFORMATION FUNDRAISING AND ENTERTAINMENT HOTELS AND HOSPITALITY MERCHANDISING PROGRAMMING REGISTRATION REQUIREMENTS FOR ELECTIONS DISMISSAL AND RESIGNATION DISMISSAL RESIGNATION VOTING AND NON-VOTING PARTICIPANTS VOTING PARTICIPANTS NON-VOTING PARTICIPANTS QUORUM/MAJORITY REQUIREMENTS VOTING PROCEDURES SECRET BALLOT TELLERS VOICE ROLL CALL SHOW OF HANDS ELECTION PROCEDURES ELECTION SCHEDULE NOMINATIONS VOLUNTEERS ELECTION VOTING ORC FUNDS GENERAL FINANCIAL AUDITS/REVIEW NEWCOMER DONATION TRAVEL POLICY... Error! Bookmark not defined DISSOLUTION BANK ACCOUNT AND SIGNING AUTHORITY TREASURER OF FUNDS REPORTING PROCEDURES SECRETARY TREASURER CHAIR SUBCOMMITTEE CHAIRS A.S.C.R. (Area Service Convention Representative) LITERATURE Ontario Regional Convention of Narcotics Anonymous Rev. July

3 19.0 ORDER OF BUSINESS AMENDMENTS OF ORC POLICIES ONTARIO CONVENTION RESOURSE COORDINATOR (OCRC) Position: Term: Travel: Intent of position: Appendix A Rules of Order Appendix B ORCNA Newcomer /Financial Hardship Policy Appendix C ORCNA SPEAKER EVALUATION FORM Appendix D OPENING SPEAKER MEETING FORMAT Appendix D BANQUET SPEAKER MEETING FORMAT Appendix D CLOSING SPEAKER MEETING FORMAT Appendix D MARATHON MEETING FORMAT Appendix D TOPIC WORKSHOP MEETING FORMAT Appendix D SATURDAY AFTERNOON SPEAKER MEETING FORMAT Document Acronyms ORC Ontario Regional Convention ORCNA - Ontario Regional Convention of Narcotics Anonymous ORSCNA - Ontario Regional Service Committee of Narcotics Anonymous OCRC Ontario Convention Resource Coordinator ASCR Area Service Convention Representative Ontario Regional Convention of Narcotics Anonymous Rev. July

4 ONTARIO REGIONAL CONVENTION OF NARCOTICS ANONYMOUS Policies and Procedures For the Host Area Convention Committee 1.0 NAME The name of this committee shall be the ORC (Ontario Regional Convention) The ORC is a Subcommittee of the ORSC (Ontario Regional Service Committee) and is responsible to the ORSC. 2.0 ORC MEMBERS The members of this Committee are: 1. Area Service Convention Representatives (ASCR), or alternate ASCR from all ORSC Areas 2. Subcommittee Chairs or Subcommittee Alt. Chairs 3. Chair 4. Alt. Chair 5. Secretary 6. Alt. Secretary 7. Treasurer 8. Alt. Treasurer 9. OCRC or Alt. OCRC 10. Past-Chair (representative from previous ORC) 11. Future Chair (representative from subsequent ORC) This shall be known as the Core Committee." 3.0 PURPOSE/FUNCTION 3.1 PURPOSE OF THE CONVENTION: The purpose is 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. 3.2 FUNCTION: The basic functions of the ORC in support of this purpose are to organize and carry out a convention, (in its entirety), in accordance with the 12 Traditions of NA, and the 12 Concepts of NA Service Ontario Regional Convention of Narcotics Anonymous Rev. July

5 4.0 ORC REFERENCES Subcommittees shall comply in all actions with the following: 12 Traditions of NA 12 Concepts of NA Service current ORCNA Policies and Procedures current ORSC Policies and Procedures current editions of all NA Service handbooks future ORSC directives any special rules of order the committee(s) may adopt Robert s Rules of Order Modified (Appendix A attached) NOTE: Each ORC member shall be provided with a copy of: ORCNA Policies and Procedures ORSC Policies and Procedures (available on-line ) Robert s Rules of Order Modified (Appendix A ) 5.0 TWO OR MORE ORC COMMITTEES In the event that two or more ORC committees are in existence at the same time: 1. All fundraising is to be directed to the current ORC. 2. The second ORC will include the Chair or Alt. Chair of the previous ORC as an Administrative Committee member to encourage a smooth transition from one Committee to the next. This member will hold a vote on the Administrative Committee. 3. The Chair or Alt. Chair of the second ORC has a vote on the Administrative Committee of the previous ORC. 6.0 PREVIOUS ORC MERCHANDISE 1. All convention properties, excluding banners, shall be handed to the next Core Committee immediately following the current convention. All merchandise must be inventoried prior to turn over. The convention Chair is responsible for the transportation of all merchandise to the next Core Committee meeting of the subsequent convention. 2. This left over merchandise once inventoried and verified shall be the responsibility of the Fundraising and Entertainment Subcommittee as per Article 9.4 e) 3. A final report with recommendations, including a detailed inventory and Treasurer s reports, shall be presented at the next scheduled ORSC meeting, and a duplicate report shall be forwarded to the next ORC Chair. 4. The present Convention Chair shall be responsible to ensure delivery of convention banners to the storage locker through the OCRC on or before next scheduled ORSC meeting. They shall remain in the locker until at least 1 month prior to current convention. 5. Accountability for all merchandise is imperative to ensure an accurate report of finances to the ORSC. 6. Merchandise for resale shall only be given to an ORC member, or areas hosting ORC fundraisers or events with ASCRs in attendance at the Core Committee meetings, upon approval of two of the following positions of the Fundraising and Entertainment Subcommittee: Chair, Alt. Chair or Treasurer. Any individual signing for merchandise should meet the clean time requirement for handling funds. Ontario Regional Convention of Narcotics Anonymous Rev. July

6 7.0 SERVICE MEETINGS The principle on which all service meetings must be scheduled to maximize the ability of any NA member to attend these meetings, including out of town members. The responsibility for scheduling the time and place of service meetings rests with the ORC and its Subcommittees. Any changes due to bad weather or changes to meeting access shall be made through the Admin Committee and communicated to the ORC members promptly. Service meetings will be held only in public facilities where any NA member can feel welcome to attend and participate. Committee meetings WILL NOT take place in private residences for any reason. It is the duty of each Subcommittee to seek out meeting spaces that will accommodate their members at no cost wherever possible. Taking into consideration the above, the Core Committee meeting schedule is as follows: 1) Once a month up to two months prior to the convention. 2) Two per month up to one month prior to the convention. 3) Weekly during the last month prior to the convention. 4) Minimum of once every morning during the convention. 5) Two post convention meetings as per Article (within one month approx.) 8.0 ADMINISTRATIVE COMMITTEE: This committee is comprised of the following Administrative Officers who serve the ORC by expediting the administrative needs of the ORC: Chair Alt. Chair Secretary Treasurer OCRC or Alt. OCRC Chair or Alt. Chair of the past ORC Chair or Alt. Chair of the next ORC NOTE: The Ontario Convention Resource Coordinator (OCRC) is covered under Article 21.0 of these ORCNA P+Ps. The Administrative Committee s functions are to ensure that the Subcommittees work together; have the necessary resources to fulfill their duties; and to assist Subcommittees when help is needed. The members of the Administrative Committee shall review the performance of Subcommittees, the convention budget, and other matters which affect the convention. A member will be asked to act as a liaison between the Committee and a Subcommittee at the request and discretion of the Administrative Committee. The Chair shall present a report from the Administrative Committee. 8.1 CHAIRPERSON Demonstrates stability in the local NA community and administrative abilities. a. Organizes Subcommittees and arranges for elections of Chair-people, clarifies responsibilities of the Subcommittee and delegates major tasks to specific Subcommittees. Stays informed of the activities of each Subcommittee, and provides help when needed. b. Helps resolve personality conflicts within the committee. c. Keeps activities within the principles of the Twelve Traditions and in accord with the purpose of the convention. Ontario Regional Convention of Narcotics Anonymous Rev. July

7 d. Monitors the fund flow and overall convention costs, and helps organize the Subcommittee budgets. Prepares a budget for Administrative Committee expenses. e. Prevents decisions being made prematurely, in order to foster understanding by the entire committee prior to action. f. Allows the Subcommittees to do their jobs while providing guidance and support. Only major issues need be brought to the Core Committee meeting. Subcommittees should be given trust and encouragement to use their own judgement. g. Prepares the agenda for Core Committee meetings and Administrative Committee meetings. h. Chairs the Core Committee meeting as well as the convention and the main meeting Saturday night as per Article 7.0 i. Co-signs all contracts for the ORC in conjunction with the OCRC. j. Reports to the ORSC on progress of Convention planning. Also submits a final report with recommendations, including detailed inventory and a Treasurers report, in duplicate, at the next ORSC meeting following the convention as per Article 6.2 k. Ensures delivery of banners through the OCRC on or before the next scheduled ORSC meeting. l. Delivers all remaining leftover merchandise, signs, registration content leftovers, office supplies, etc., to the next Core Committee meeting of the next Convention. m. Continues to serving on next ORC as the Chair of the past ORC as per Article 8.1 n. Responsible for selecting personnel to escort the Convention Treasurer in conjunction with the Alt. Chair, Treasurer and OCRC. o. Responsible for possessing the back-up mail box key to serve in the absence of Secretary. 8.2 ALT. CHAIRPERSON a. Acts as Chairperson when the Chairperson is unavailable. b. Co-ordinates Subcommittees and attends Subcommittee meetings, as directed by Chairperson, in order to ensure that they get the necessary support to do a good job. c. Works closely with the Chairperson to help delegate responsibilities to Subcommittee Chairpersons. d. Provides a report to the hosting Area Service Committee on the progress of convention planning. e. Acts as Subcommittee Chair until the election of a Subcommittee Chair has been accomplished. f. May be asked to liaison a Subcommittee at the request of the Admin. Committee. g. Should have good organizational skills. h. Responsible for selecting personnel to escort Convention Treasurer in conjunction with the Chair, Treasurer and OCRC. 8.3 SECRETARY a. Provides a concise format for meetings to follow from the agenda prepared by the Chair. b. To record pertinent information using the meeting minutes template. Pertinent meaning, motion maker, who seconded, and vote results unless otherwise directed. c. Maintains minutes of all committee meetings and Subcommittee reports in PDF format for electronic distribution and archiving. Ontario Regional Convention of Narcotics Anonymous Rev. July

8 d. Verifies reports received by are identical with the reports submitted at the committee meeting. e. Assists all committees in mailing and correspondence. f. Keeps a record of recommendations to submit to the Convention Chair and OCRC for future ORC committee. This is to provide guidance and assistance as needed to facilitate a smooth transition between ORC Committees. This will also promote the growth and development of the ORC s primary purpose. g. Empties the mailbox just prior to each Core Committee meeting. All mail will be opened and processed at Core Committee meetings by appropriate Subcommittees. 8.4 Alt. SECRETARY a. Acts as Secretary if the Secretary is unavailable. b. Works closely with the Secretary to assist with all aspects of maintaining accurate minutes, reports, archiving and a record of recommendations for future ORC committees. c. May be asked to liaison a Subcommittee at the request of the Administrative committee 8.5 TREASURER Demonstrates stability in the local NA community; holds bookkeeping experience and mathematical aptitude; and holds employment or a visible means of financial support; has previous service experience with conventions or other large scale Fellowship activities; and has accessibility to other committee members, especially the Registration, Merchandise and Fundraising and Entertainment Subcommittees. a. Opens a bank account for the ORC as per section 15.6 in conjunction with the ORSC Treasurer. b. Works with the Chair and Alt. Chair in preparing a budget for the convention which is used for planning fundraising activities. The budget is based on the Subcommittees recommendations as to the funds required to carry out their tasks. A draft budget may be prepared, and then revised as the convention draws nearer. When all of the financial needs of the Subcommittees are listed and totalled, the income should be outlined: one source of income comes from fundraisers, and the second from registrations. Revised budgets are to be submitted to the ORSC with detailed explanations. c. Writes all cheques; collects receipts for all expenses; and ensures all expenditures are in line with the budget or have been submitted for group conscience approval. d. Responsible for all monies, including revenues from registration and banquet tickets; pays all bills; and advises the Chairperson on cash supply, income flow and rate of expenditures. Will not process for deposit any post dated cheques or any cheques one month prior to convention. e. Reviews Subcommittee reports for departures from the financial plan not mentioned in the original budget so that an accurate budget can be maintained. This information is included in the Treasurer s report. f. Ensures that each cheque has two signatures. g. Submits a complete treasurer s report within three months of the completion of the convention should be submitted to the sponsoring service committee along with fund disbursement. Ontario Regional Convention of Narcotics Anonymous Rev. July

9 h. Participates in a periodic review of all financial records made by the Regional Treasurer. The records should be reviewed at the time of the actual funds distribution in accordance with the Treasurer s financial statement requirements. i. May be asked to liaison a Subcommittee at the request of the Administrative committee. j. Is responsible to ensure accurate reporting of previous ORC Merchandise as outlined in Article 6.0 as well as the financial audit/review as outlined in 15.2 k. Responsible for assisting in selecting personnel to escort the Convention Treasurer in conjunction with the Chair, Alt. Chair, and the OCRC. l. Responsible for scheduling training sessions on cash registers prior to any event implementing all necessary safeguard practices for accuracy and accounting purposes. HELPFUL HINTS FOR TREASURER: Have an accountant check your work. Save all receipts. The ORC Treasurer is the only one to write/disburse cheques. Determine budgets for Subcommittees as early as possible. Maintain a separate account or record of monies received for banquet, brunch and registration and merchandise. Utilize the WSC approved financial guidelines whenever possible. 8.6 ALT. TREASURER Demonstrates stability in the local NA community; has bookkeeping experience and mathematical aptitude; and holds employment or a visible means of financial support; has previous service experience with conventions or other large scale Fellowship activities; and has accessibility to other committee members, especially the Registration, Merchandise and Fundraising and Entertainment Subcommittees. d. Acts as Treasurer if the Treasurer is unavailable. e. Works closely with the Treasurer to assist with all aspects of financial accountability. f. May be asked to liaison a Subcommittee at the request of the Administrative committee. 9.0 SUBCOMMITTEES The Subcommittees of the ORC are: Arts and Graphics Convention Information Fundraising and Entertainment Hotels and Hospitality Merchandising Programming Registration 9.1 GENERAL POLICIES a. All Subcommittee Chairs should have a working knowledge and experience with computer skills, or have the willingness to acquire basic skills. b. All Subcommittees should elect an Alt. Chairperson with a clean time requirement of 2 years. Ontario Regional Convention of Narcotics Anonymous Rev. July

10 c. Subcommittee Chairs are NOT to negotiate contracts or attempt to make changes to existing contracts. Contract negotiations are the responsibility of the OCRC as outlined in Article 20.3 d. All Subcommittees are required to submit 3 quotes with no exceptions to submit to Core Committee for group conscience approval and decision on disbursement of funds. All transactions must be pre-approved and every attempt should be made to stay within approved budget. e. All Subcommittees need to establish regular scheduled Subcommittee meetings. Subcommittee meetings WILL NOT take place in private residences as per Article 7.0 f. All Subcommittee Chairs or alternates are encouraged to attend each others meetings to ensure adequate help is provided to all Subcommittees equally, provide consistency and collaboration on all aspects of the convention, and maintain transparency to avoid misuse of time while fostering an atmosphere of mentorship throughout the convention planning 9.2 ARTS AND GRAPHICS a. The Arts and Graphics Subcommittee is comprised of members who are artistic and energetic. b. The Subcommittee projects a budget figure for flyers, programs, banner(s), posters, floor plan (if required at main entrance), and other displays and graphics that will be used at the convention. c. The Subcommittee should elect trusted servants elected for the following positions with the suggested clean time: Chair-2 years; Alt-Chair-1 year and Secretary-6 months. d. The Subcommittee prepares a budget, and submits it to the Core Committee for approval. e. The Subcommittee should present a variety of logos and themes to the Core Committee in order to provide a choice of selections, and for approval. f. This Subcommittee shall work with the OCRC in all aspects to produce a banner consistent in size, graphics and materials as previous ORC banners. Also in securing 3 quotes as per Article 9.1 d) g. The Subcommittee is responsible to hang all banners in the main convention room. h. All artwork where the logo is used shall go through the Arts and Graphics Committee for approval first. i. When approaching NA fellowship for Logo and Theme song entries. Arts and Graphics Committee shall initiate all communication and notification. All submissions should be made directly to the Arts and Graphics Subcommittee which would then be gathered, processed and forwarded to the entire Core Committee in a properly prepared anonymous presentation. All submissions of themes and logos become the property of the convention. The selected logo and all artwork must be made Camera Ready ASAP. HELPFUL HINTS FOR ARTS & GRAPHICS: There are frequent periods of tremendous guesswork involved when forecasting budgetary proposals. Other than using exact estimates from print shops and supply stores, a good place to start is getting a copy of the floor plan to the facility. From there you just use common sense as to where signage will be needed. Maintain close communication with pertinent Subcommittees. For example, when registration forms are being designed, keep in contact with the Registration Ontario Regional Convention of Narcotics Anonymous Rev. July

11 Subcommittee. Always stay in close contact with Merchandising. It is helpful to send a representative to the Merchandising meetings on a regular basis. Solicit help from as many members as possible. Always adhere to the Group Conscience of the Core Committee, remembering that our Ultimate Authority is a loving God expressed through the Group Conscience. 9.3 CONVENTION INFORMATION The Convention Information Subcommittee is responsible for: a. Create an active Subcommittee which will aid in all areas of the Information committee. b. Responsible for working with the ORSC Web Servant to establish the web page information and establishing contact information links on the ORCNA web site. Shall be responsible for the ORCNA site in the absence of an ORSC Web-servant. c. Is responsible for insuring the Alternate store information and requirements for commercial vendors are posted on the ORCNA website. d. Staffing a Convention Information table. e. Responsible for greeters as well providing and coordinating all volunteers and general helpers as requested by other Subcommittees. f. Will acquire and maintain all communications equipment. Starting by getting three quotes from commercial providers. g. If recording services are not under contract, as per Article 21 c) this Subcommittee is responsible for the soliciting of recording services as well as forwarding all communication and inquires to the OCRC. NOTE: Contracts must be negotiated and signed by the OCRC in conjunction with ORC Chairperson. h. Responsible for the general environment and management of convention participants during the convention. i. Is responsible for the printing of all flyers and registration forms as well as their distribution to all Areas through out the Region as well as neighbouring Areas and Regions. This is to be done both electronically and physically. j. Will maintain communications with local P.I., Phone line and H&I committees to make sure all of their commitments know of the event. k. Develops a press package and protocol for dealing with the press as well as the general public, with the local P.I. committee l. Communicates to the fellowship regularly of all convention events taking place via a quarterly newsletter which should include other Subcommittee information and requests (i.e. carpooling info for ASCRs). This information should be distributed at the ORSC meetings and electronically to Area web sites and Newsletter Subcommittees. m. Responsible for listing events on the NAWS Events page. This is how the information gets into the NA Way. 9.4 FUNDRAISING AND ENTERTAINMENT This Subcommittee elects a Treasurer with a 2 year clean time requirement. a. This committee is responsible for communication and assistance where necessary, with all areas throughout the Ontario region pertaining to any fundraising endeavour. b. This committee is responsible for entertainment activities, selecting the bands or disc jockeys to be used at all fundraising and convention dances that are established by the ORC. They are also responsible for all other forms of entertainment which are provided Ontario Regional Convention of Narcotics Anonymous Rev. July

12 in conjunction with the convention. This does not include activities put on by Area members c. This committee s function is to raise funds for the convention, interest and support from the local NA community, 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. d. Meeting one week prior to any activity for disbursement of funds and conducting an inventory check. e. This Subcommittee is responsible for all merchandise storage left over from previous convention and obtaining merchandise for auction at the convention as well as confirming an auctioneer. All auction merchandise MUST be numbered and inventoried prior to Auction and tracked financially during the auction. All items must be NA approved merchandise f. This Subcommittee is responsible for organizing one large fundraising day as the ORCNA Kick-Off approximately ninety (90) days prior to the Convention. All seven (7) Subcommittees are required to contribute in their respective areas as follows: Arts & Graphics: flyers Convention Information: greeters Fundraising & Entertainment: manages overall operation Hotels &Hospitality: food and facility Merchandising: merchandise Programming: flyers Registration: ticket sales g. In the event that the Hotel sound system is used for the Convention it is this Subcommittee s responsibility to insure a physical test of the sound equipment is performed. This test should be done when the decision to use the system is made and then again one week ahead of the Convention. 9.5 HOTELS AND HOSPITALITY a. The H+H Chairperson is present and assists in all ongoing negotiations with the facility in conjunction with the ORC Chair and or the OCRC. Including meeting space for the scheduled Core Committee meetings as per 7.0 b. Is responsible for all interaction with the facility Management and its staff, and maintaining a good working relationship between the facility and ORC. NOTE: Any problems that arise which may require a change in or negotiation of the contract is to be done as outlined above. c. Is responsible for the creation of a facility plan including booking meeting and banquet rooms and arrangements for the banquet. d. Responsible for arranging and/or organising a hospitality suite that will maximize fellowship access. NOTE: Food or beverage will only be allowed if the venue permits it to be brought in and shall never be provided by the ORC or the H+H subcommittee. e. Adopts a hospitality plan and ensures all logistical and technical support is provided. f. Approves the usage of the facility making the necessary arrangements to accommodate the needs of all Subcommittees. g. Performs an onsite assessment and co-ordinates an orientation and facility tour for all Subcommittees. Ontario Regional Convention of Narcotics Anonymous Rev. July

13 9.6 MERCHANDISING This Subcommittee shall have a Treasurer with a minimum of 2 years clean time. Merchandising as Fundraising: a. The merchandising effort on any convention should be based strictly on the need to generate funds to ensure the financial success of the event. Too often the merchandising efforts of the ORC detract from the primary focus. The focus of any convention is the celebration of recovery. Our efforts to generate funds from our members should be based solely on what is necessary to ensure that the convention is successful. Every convention committee wants to be able to provide commemorative items for the convention attendees, the efforts to do this should be done in such a way that a department store atmosphere is not created. b. Prior to any event, an opening inventory shall be performed, and immediately upon completion, a closing inventory shall be performed. A copy of the inventory report shall accompany the merchandise committee report and be forwarded to the convention treasurer. c. Any funds generated from a NA convention should be used to further enhance our fellowship either locally or worldwide. Careful consideration should be made in negotiating the purchase price of items selected for sale d. All items selected by the merchandising Subcommittee should be purchased outright by the ORC. Three different quotes are submitted for consideration. e. In cases where funds are not available to purchase the items, then the possibility of a consignment agreement should be investigated. This will ensure that all merchandising done at a convention is done by the merchandising Subcommittee. NOTE: Final negotiations and ALL contracts are to be signed by the OCRC in conjunction with Convention Chair. f. The merchandising Subcommittee Chairperson prepares a budget consisting of the items to be sold and expenses incurred. A general guideline for pricing is twice the amount of purchasing costs. This budget will be a complete summary of information regarding the ordering, marketing, and shipping of the items selected for sale at the convention (i.e. individual item prices, Service charges, consignment agreement terms if applicable, and the time frames for obtaining the items). The merchandising Subcommittee is responsible for the sale of all convention merchandise. ORC clean time requirements must be maintained in handling of merchandise and funds. Pre-convention merchandise: Pre-convention merchandise will be distributed to areas hosting ORC fundraisers or events with ASCRs in attendance at the Core Committee meetings, or any other ORC member. Any individual signing for merchandise should meet the clean time requirement for handling funds. All merchandise shall be inventoried regularly as outlined above, and will be distributed with receipt books which must be returned along with all monies collected and all unsold merchandise at the agreed upon time. It is not the Merchandise Chair s responsibility to attend events for sales. The Subcommittee must adhere to the proposed budget with respect to number of pre-convention items for sale. Merchandise will be distributed on a first come first serve basis to the ASCRs. This is for the simplification of bookkeeping as well as for the ease of distribution and accountability. Ontario Regional Convention of Narcotics Anonymous Rev. July

14 Pre ordering and On-site merchandise store: a. The Merchandising Subcommittee shall incorporate a pre-order option for available merchandise. This can be incorporated into the Registration form and separately. Standard points that must be adhered to and communicated are as follows - No post dated cheques. - Cut off for all cheques and orders are to be post marked 6 weeks prior to convention. NOTE: this pre-order option eliminates ALL presales of ALL merchandise on site before Merchandise room opens on Friday. NO EXCEPTIONS. b. The merchandising Subcommittee is responsible for communicating with the hotels and hospitality Subcommittee for the provision of space for a store at the convention site. Store hours should be co-coordinated with the programming and the hotels and hospitality Subcommittee to assure proper scheduling with the facility management. c. Recommended on-site merchandise store hours are as follows: - Friday 5:00 pm 7:00 pm, and after opening speaker for two hours. -Saturday 10:00am 12:00 noon, 1:00 pm 4:00 pm, and two hours after main speaker. -Sunday 9:00 am 11:00 am. d. The merchandising Subcommittee is responsible for the storage of all items, in a secure place, and the delivery of all receipts promptly to the ORC Treasurer. Immediately following the convention, a final statement of remaining inventory is submitted to the Treasurer at the onsite convention wrap up meeting. This information should be included in the Treasurer s final convention report. In addition to the statement of remaining inventory a complete set of records detailing all Subcommittee orders for merchandise, expenditures, and sales should be given to the treasurer with in one week of the convention to assure accountability for all merchandise expenditures. On-site literature sales: The merchandising Subcommittee shall set aside space within the store for the sale of NA approved literature and related items selected for sale at conventions. The convention Chair will inquire if the Ontario Regional literature Chair will be attending the convention to sell literature on the region's behalf. Should the regional literature committee decline, the literature committee of the hosting area may be approached for the same said purpose after discussion at Core Committee meeting for group conscience. Alternate store: On occasion there will be committee representatives from other NA conventions or similar activities (i.e. Area, Regional, World convention committees) at a convention. Many times these committees would like to sell items from a previous or upcoming NA event. This should be allowed, as long as it does not conflict with the merchandising effort of the sponsoring ORC. The Merchandising Subcommittee shall co-ordinate arrangements to provide space for this type of sale to take place with the Hotels and Hospitality and the Programming Subcommittees. This space is to be provided prior to the closing speaker. The ORC must receive a letter from the vendor s sponsoring Area, Region or convention on letterhead with the Chairperson s signature and one other Administrative member with a phone number for verification. A verification call should be made by the Convention Chairperson or the OCRC. This allows the host committee ample time to plan for the provision of space and the scheduling of the sale so as not to interfere with the convention program. It is important that the host committee be reasonably sure that such sales will benefit the fellowship. This alternate store requirement shall be placed on the convention website. Ontario Regional Convention of Narcotics Anonymous Rev. July

15 Commercial vendors: a. There shall be no outside commercial vendors permitted except for the contracted recording Services. Registration packages: a. Merchandise that is to be supplied for the registration packages will become the responsibility of the Merchandising Subcommittee; the selection of the merchandise for these packages will be left to the Registration Subcommittee. b. 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 Policies 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 NA Conventions. 9.7 PROGRAMMING a. Secures all speakers and Chairpersons for meetings. b. Create the Schedule or (program/pamphlet) including topics, times, speakers, rooms and all events, to be printed for registration packages. All printing ought to be done through the Convention Information Subcommittee or vendor. This Schedule must include a statement for handling the press, and to direct press to Convention Information table. NOTE: final negotiations and ALL contracts are to be signed by the OCRC in conjunction with Convention Chair Policies: 1. Prepare a budget and submit to Core Committee which includes funds for three main speaker s accommodations, registrations and travel expenses. Using three quotes as per Article 9.0 General Policies. 2. Shall use the approved meeting formats (Appendix D) received from the OCRC. Schedule a thirty (30) minute break between meetings, as well as 30 minutes between clean time countdown and Main Speaker. 3. Will also use standard Evaluation Form (Appendix C) for grading all speakers. This form will be supplied by the OCRC. Must choose and approve all speakers by the Subcommittee, except if time does not permit then at least two (2) officers of that Subcommittee may approve speaker. 4. Shall adhere to following clean time requirements; Main Speakers 10 years and Workshop Speakers 5 years with the exception of Newcomer Panels which will have a 2 year clean time requirement. 5. The Chairpersons of the three main meetings are as follows: Friday Opening (past ORC Chair or OCRC); Saturday main (Convention Chair); Sunday closing (future ORC Chair) 6. Main Speakers shall be reimbursed for expenses once they have arrived at the Convention as per Article Ontario Regional Convention of Narcotics Anonymous Rev. July

16 Procedures: 1. Secure a room for Subcommittee meetings. Work with Hotel s and Hospitality to secure meeting space at the convention for speakers, workshops and Core Committee meetings. 2. Plan main agenda ; firstly by choosing topics and times and, secondly by choosing speakers and Chairpersons. 3. Start a library to keep track of and assign all tapes/cds in an Anonymous format (i.e. numeric value). Create a system for ALL members of Programming to sign out a minimum of two tapes/cds, per month to be reviewed to by each member (more if necessary). Start listening to speaker recordings individually and collectively and grade using the approved Evaluation Form ; and then bring forward the possible candidates. 4. Host a speaker jam approximately 9 months prior to Convention as to provide a trial run as to the way you will record, coordinate, and select speakers and topics. Ensure you go through all the proper channels, i.e. other Subcommittees as you would a real convention. 5. Have the three (3) main speakers that have a minimum of 10 years cleantime approved and booked at least six (6) months before the convention. 6. Draft a flyer, to send with registration forms and newsletter, requesting speakers. Use the Arts and Graphics resources and have all printing done by Convention Information. 7. Have a programming table at registration (or near the entrance of facility) to greet speakers and chairpersons as they arrive and confirm attendance. 8. Design a written system to keep track of all speakers and chairperson as they arrive and request ALL speakers and chairpersons to sign in upon arrival, as well as 20 minutes before they speak or chair. Also have back-up chairpersons and speakers for all meetings. 9. Each position of chairperson and speaker is filled by different individuals to allow maximum participation by the fellowship. 10. All of the above responsibilities/duties will be increased proportionally to time remaining until the Convention. 9.8 REGISTRATION a. Computer skills are vital to facilitate this Subcommittee in creating an organized filing system, a master list with duplicates, and ing confirmations. The Chairperson is the single point of accountability to create and update the master list with 2 or 3 backup lists. b. Is responsible to prepare a Budget and inputs dialog towards registration fee. c. Is responsible to give input on all attendance projections, lost registration Packages, badges and lost paid event tickets to be approved by the Core Committee. d. This Subcommittee develops a registration form in conjunction with the Hotels and Hospitality and the Arts and Graphics Subcommittees. Then forwards to Convention Information for printing and distribution to fellowship as well as posting on the convention site. Ontario Regional Convention of Narcotics Anonymous Rev. July

17 e. The registration form MUST include the following points Clarification of Make cheques payable to.. No post dated cheques and all cheques are to be post marked 6 weeks prior to Convention Pre-registration cut off date. Registrations must be post marked 6 weeks prior to Convention. Onsite registration available limited seating for banquet Pre-order of merchandise f. ALL registrations are to be opened and/or processed during the Core Committee meetings and therefore it is suggested to have Registration Subcommittee assistant at Core Committee meetings. g. Sends out confirmation, by if possible, to all registrants and keeps a back up record of all registrations for tracking purposes. The back up records shall be maintained separately in both numerical and alphabetical order. h. Approves all items to be included in the registration package. i. Responsible for the preparation of Newcomer/Hardship packages, and to work with Convention Information in setting up for all registrations and banquet/brunch ticket sales. NOTE: Refer to the Appendix B - ORCNA Newcomer/Financial Hardship Policy. j. Shall keep track of paid and Hardship packages during the Convention by issuing paid packages from number 0 up and Hardship Packages from last number down REQUIREMENTS FOR ELECTIONS 1. The suggested clean time requirements for elected ORC officers are as follows: Chairperson 5 years Alt. Chairperson 4 years Treasurer 4 years Alt. Treasurer 4 years Secretary 2 years Alt. Secretary 2 years Subcommittee Chairs 2 years Individuals handling money 2 years 2. Shall have willingness and commitment to service, time and resources necessary to do the job, previously fulfilled service experience and a good working knowledge of the 12 Steps and 12 Traditions and 12 Concepts of Service in Narcotics Anonymous. 3. Shall hold no other ORC position. 4. The single point of accountability lies within the Chair-people and those handling money should be under the scrutiny of the Chair-people. Two (2) years clean is required for those handling money. 5. Should a person seeking nomination without suggested clean time, a ninety percent (90%) approval rating must be achieved as in line with ORSC policies to waive clean time requirements. Ontario Regional Convention of Narcotics Anonymous Rev. July

18 11.0 DISMISSAL AND RESIGNATION 11.1 DISMISSAL a. Officers may be dismissed from their positions at any time for relapse, gross negligence of responsibilities, violence or threat of violence, continuous absenteeism (2 consecutive ORC meetings, except for humanitarian/compassionate reasons), inability to perform responsibilities, or refusal to comply with the documents listed in Section 4.0 of the ORC policies. b. A written motion for dismissal, with due cause stated, must be entered, seconded and filed with the Core Committee. The officer must be duly notified, in writing and shall be afforded the opportunity to speak on their own behalf before any vote is taken. c. Two-thirds majority will be required for dismissal. Voting for dismissal shall be conducted by secret ballot. The ORC Chair will verify the final tally RESIGNATION a. Voluntary resignation should be submitted in writing to the ORC Chair VOTING AND NON-VOTING PARTICIPANTS 12.1 VOTING PARTICIPANTS The voting participants of the ORC shall be Area Service Convention Representatives or alternate ASCR, Alt. Chair, Treasurer, Alt. Treasurer, Secretary, Alt. Secretary and Subcommittee Chairs, or their alternate. In the event of a tie vote, the ORC Chair shall declare the motion defeated NON-VOTING PARTICIPANTS A non-voting participant, having registered with the ORC Secretary and being recognized by the Chair is then permitted to debate question, enter or second motions and nominations, present reports, present personal points of privilege, call for points of order and/or query the Chair. Such participants shall not be allowed to cast a vote on any matter requiring such, nor will they be permitted to appeal decisions of the Chair. Subsequent ORC Chairpersons are non-voting participants. NOTE: Any member of the Fellowship, being recognized by the Chair may address the committee; however, these members are encouraged to ask questions or make comments through a Subcommittee Chair or ASCR to facilitate time management and provide continuity to Core Committee meeting members QUORUM/MAJORITY REQUIREMENTS QUORUM: One half, plus one of all eligible ORC voting participants. SIMPLE MAJORITY: One half plus one of all ORC voting participants in attendance. TWO-THIRDS MAJORITY: Two-thirds of all ORC voting participants in attendance. NOTE: Quorum must be reached by 30 minutes after scheduled start time or meeting is adjourned VOTING PROCEDURES 14.1 SECRET BALLOT Secret ballot voting shall be used for election and dismissal of ORC officers Ontario Regional Convention of Narcotics Anonymous Rev. July

19 14.2 TELLERS Two non-voting members appointed by the Chair. a. Teller initialled ballots will be distributed to and collected from all voting participants by the tellers. b. Ballots, indicating vote only, shall be tallied by tellers. c. Results of secret ballot votes shall not be published by number. d. The ORC Chair shall announce the results of the vote. e. Ballots shall be initialled by 2 tellers prior to distribution VOICE ROLL CALL a. All voting participants will be called in order and asked to verbally cast their vote. b. These votes will be recorded and published. c. Voice roll call voting shall be used for amendment of ORC Policies and Procedures, and issues where Area group conscience and Subcommittee conscience has been sought SHOW OF HANDS Voting shall be conducted in this manner for routine business. The vote count will be recorded (for, against, abstain) and the motion declared carried or defeated ELECTION PROCEDURES 15.1 ELECTION SCHEDULE Election for ORC office positions shall be held as follows prior to convention: Chair 1 ½ years prior to ORC at ORSC Alt. Chair 1 ½ years prior to ORC Treasurer 1 ½ years prior to ORC Alt. Treasurer 1 ½ years prior to ORC Secretary 1 ½ years prior to ORC Subcommittee Chairs 1 ½ years prior to ORC 15.2 NOMINATIONS VOLUNTEERS a. Announcements of available positions must be made one month prior to elections. b. Nominations or volunteers must be present or have submitted a service resume, when they are nominated or volunteer, at which time they will be given an opportunity to share with the committee their qualifications, and to respond to any questions. c. In the event a nominee cannot be present due to humanitarian reasons, a letter of intent may be submitted to the Core Committee, at which time election for the position may be held open until the next Core Committee meeting. NOTE: In some cases where there is only one nominee, proper voting procedures must still be followed (no acclamations) ELECTION VOTING a. Voting for election of ORC officers shall be conducted by secret ballot. b. A simple majority shall be required to elect ORC officer. The balloting should be repeated for each position as many times as necessary to obtain a simple majority for a single candidate. In cases where there are more than two nominees, the nominee with the least amount of votes is removed from the next ballot. This clause may not however, be used if the result would be to eliminate all but one of the nominees. Ontario Regional Convention of Narcotics Anonymous Rev. July

20 c. The election of Chairperson and the ratification of the Alt. Chairperson and Treasurer of the Convention will occur at the next ORSC. d. Candidates shall not be absent from the room during discussion but will leave during the voting tally procedure. e. In a case where there is only one (1) nominee, the result of the first vote will be binding ORC FUNDS 16.1 GENERAL a. The ORC shall be funded through contributions from its member areas or individual members of NA, and ORC Subcommittees. b. All revenue accumulated from these sources will be maintained in a general fund bank account, with separate bookkeeping of individual Subcommittee funds. c. All funds are subject to disbursement by the ORC Treasurer for paying obligations. d. The ORC Treasurer shall deposit all revenues upon receipt. e. Post dated cheques will not be accepted or cashed by any member of the ORC. f. All non-budgeted expenditures must be approved by a majority vote of the ORC or the Administrative Committee. g. In the event that a cheque is made payable to one of the co-signers, the payee shall not be authorized to sign said cheque. Therefore, the other two authorized signatures will be required. h. Normally, all expenditures shall be paid by cheque. Cash disbursement will only be issued after receipts are obtained. i. All proceeds from the sale of merchandise, convention profits, or funds otherwise raised through the efforts of Subcommittees shall be turned over to the ORC Treasurer. j. American money is to be taken at par. k. Upon completion of any ORC fundraising event three (3) members holding Administrative Subcommittee positions shall count the revenue, sign upon agreement of total funds raised and disburse the revenue to the Treasurer for a tally sheet and revenue bank deposit slip. l. Any member handling money shall have a minimum of two (2) years clean time. m. Cash disbursement shall be made only upon receiving of receipt FINANCIAL AUDITS/REVIEW An ORC audit shall be conducted within thirty (30) days of the ORC by the ORSC Treasurer. Periodic financial reviews can be called and conducted at any time by the Administrative officers of the ORC. This review will exclude the ORC Treasurer and will be conducted as outlined in the Treasurer s Handbook and its successors. The ORC Treasurer may be audited by the ORSC NEWCOMER DONATION The newcomer/hardship contribution funds shall go to pay for any costs incurred for their registration which will include all items included in the regular package. All remaining newcomer/hardship contribution funds shall go to offset the cost of literature for the least amount of clean time at the Main Speaker meeting. Ontario Regional Convention of Narcotics Anonymous Rev. July

21 16.4 TRAVEL POLICY a) The ORC will pay the cheapest transportation to ORC meetings for all ORC committee members (excluding Alt. Subcommittee Chairs) and any ASCRs who can provide a letter from their ASC stating need. ASCRs must request this subsidy at the previous ORC meeting. When using a personal vehicle the ORSC will pay fuel receipts plus $0.10/km for wear and tear. Internet map programs will be used to determine distance. b) Travel for the OCRC, Alt. OCRC, past ORCNA Chair, and future ORCNA chair are to be reimbursed by the ORSC and NOT the ORC c) The ORC shall provide three (3) main speakers with accommodations and registration packages. The ORC shall refund three (3) main speakers all travel expenses upon arrival and receiving of receipts at convention DISSOLUTION No part of the net funds of the Ontario Regional Convention of NA shall insure to the benefit of any member(s) or individual(s) BANK ACCOUNT AND SIGNING AUTHORITY General Account: The ORC opens a general bank account for the purpose of holding convention funds. All disbursements to be made with at least two (2) signatures of the following signatures: ORC Chair, ORC Alt. Chair, Treasurer, Regional Treasurer & OCRC. No signing officer will sign any cheque payable to him/herself TREASURER OF FUNDS Please keep in mind that as trusted servants, we are responsible for Fellowship funds, and that every effort should be made to keep expenses to a minimum REPORTING PROCEDURES All reports must be typed or legibly written, and submitted to the ORC Secretary immediately following presentation for inclusion in minutes SECRETARY Presents minutes of the last ORC meeting. Reports on correspondence received/sent out. Present questions, requests or concerns, if any TREASURER Reports on revenues/expenditures for previous period. Reports balance on hand. Present questions, requests or concerns, if any CHAIR Reports on matters discussed at the Region, and other progress and/or problems, concerns, if any. Present a report from the Administrative Committee at the Core Committee meeting. Ontario Regional Convention of Narcotics Anonymous Rev. July

22 17.4 SUBCOMMITTEE CHAIRS Submit Treasurer s report. Report on projects, progress and problems. Present questions, requests or concerns, if any A.S.C.R. (Area Service Convention Representative) Reports on area projects/activities, progress and problems. Present questions, requests or concerns, if any LITERATURE All literature should be purchased from the Regional Literature Subcommittee ORDER OF BUSINESS 1. Roll Call. 2. Open meeting with a moment of silence and Serenity Prayer, followed by Purpose and 12 Traditions of NA. (May include 12 Concepts and Service Prayer) 3. Call for submission of financial requests to Treasurer 4. Administrative Committee Reports. 5. Reading of the previous minutes by Secretary. 6. Subcommittee reports. 7. ASCR reports. 8. Old business. 9. Elections. 10. New business. 11. Close meeting with a moment of silence followed by the We version of the Serenity Prayer AMENDMENTS OF ORC POLICIES Any motion to amend the ORC Policies must be presented to and reviewed by the ORC. Two-thirds majority will be required to forward a request for amendment to the ORSC ONTARIO CONVENTION RESOURSE COORDINATOR (OCRC) This section is also Appendix H of the ORSC Policy and Procedures 21.1 Position: The individual in this position will be an elected Administrative Officer of the Ontario Regional Service Committee and will oversee the business of the "host convention committee" of the yearly Ontario Regional Convention. The OCRC is also to ensure a seamless transition between host committees. This position is ultimately and wholly accountable to the Ontario Regional Service Committee of Narcotics Anonymous and the fellowship it serves. "Oversee" meaning: a. Works directly with the Administrative of the host committee to plan the Regional convention. Also the OCRC is the liaison between the ORSC Administrative and the host committee on all levels. NOTE: The OCRC has the ability to override any host committee decision with the unanimous consent of the ORSC Administrative committee. Ontario Regional Convention of Narcotics Anonymous Rev. July

23 b. Negotiates contract with hotel or facilities on behalf of the ORSCNA for the Regional Convention to include all Core Committee meetings where available as required per Article 7.0 of the ORCNA P+P and is the single point of accountability for this process. Both the OCRC and ORCNA Chair will sign this contract. c. Responsible to provide copies of any and all currently standing contracts (multi year) within 30 days of electing the ORC Committee. Also responsible for ensuring that signing any multi year contracts has unanimous consent of the ORSC Administrative Committee and that these contracts are signed by the OCRC and the ORSC Chairperson d. Negotiates all other contracts involved in Regional Conventions as approved or directed by the group conscience process of the host committee and signs these contracts in conjunction with host committee Chair as per ORCNA P+Ps, Article (example: but not limited to; transportation, food and beverage, entertainment, jeweller sales). e. Will be the liaison between the host committee and all outside source contracts involved in the convention. f. Responsible to Chair a conference call with the Administrative of the host committee at least 3 times prior to the convention. g. The OCRC is responsible for the accuracy of the financial records for each host Convention. This individual must have monthly contact with the Treasurer of the host committee to ensure accuracy of the books. The OCRC will directly report quarterly to the ORSC on the financial status of the committee and any outstanding challenges and/or issues the host committee may be having. h. The OCRC is responsible for prompt reporting of any fiscal impropriety or irresponsibility to the ORSC Administrative. i. During the convention the OCRC will work with the current ORSC Treasurer as well as the host committee Chair and Treasurer to oversee all financial transactions during the convention. j. The OCRC is responsible for the training of the host committee Administrative. The OCRC must maintain & supply all existing ORCNA template material. The OCRC will also supply current ORCNA P+Ps, banners, previous host committee contact information. The OCRC will assist in individual Subcommittee Chair position training if requested and therefore must be readily available to any member of the host committee as required. k. Shall be the communication link between the host committee Programming Chair and the ORSC Subcommittee Chairs to ensure space for workshops or ORSC Subcommittee meetings. l. Shall work with the Arts and Graphics Subcommittee in all aspects of the banner production as per 9.2 f) Insuring a consistency in cost, size, graphics, material and quality with previous ORC banners. Ontario Regional Convention of Narcotics Anonymous Rev. July

24 m. The OCRC is responsible to ensure 2 post Convention meetings of the host committee to submit input to ORCNA P+Ps, develops motions and ensures a vote on said motions then formally presents these changes for approval at the next ORSC meeting Term: The OCRC shall be elected to serve a two year term, but may be re-elected for a second term, in accordance to Article 10.8 of the ORSC Policy and Guidelines. (During current term it will be a requirement to mentor a candidate Alt. OCRC to succeed this position.) 21.3 Travel: The position could involve 4-6 trips per Convention (even if convention host committee is formed 2 conventions prior). The travel will be funded by the ORSC as the position represents the fiscal interests of the ORSC with the host committee Intent of position: a. To protect the fiscal position of ORSC, so that the ORSC may continue to responsibly serve the Ontario fellowship. Example: by supplying financial assistance to areas within Ontario as well as contributions to NAWS as mandated in the Policy and Procedures of the ORSC. b. To ensure seamless transition between host committees. c. To ensure consistency in branding, templates and function of the Regional Convention on behalf of the ORSC. d. To ensure the financial success of the convention so that the ORSC can remain a sustainable revenue source for the Ontario Fellowship and NAWS. e. To ensure that the ORSC can continue to fulfill its primary purpose while being fiscally responsible and accountable to the fellowship it serves Ontario Regional Convention of Narcotics Anonymous Rev. July

25 Appendix A Rules of Order Decorum Statement Meetings will be conducted according to these rules of order, adapted from Robert s Rules of Order. This time-honoured system for conducting business is the clearest way yet devised for getting a maximum amount of business done in a minimum of time, and to get it done regardless of the degree of disagreement among the participants. By following these rules of order, we strive to be sure that we are making decisions on the basis of principle, rather than personalities. In keeping with that spirit, we encourage all participants to become familiar with these rules of order, and to conduct themselves accordingly. Once the meeting is under way, only one matter will be before the committee at any one time, and no other discussion is in order. Please respect the Chair s right to be in control of the process of this meeting, so that you can have maximum benefit of its content. Debate Limit Debate is the formal exchange of views on an idea. Unless otherwise specified, debate on both main motions and parliamentary motions is usually limited to two or three pro s and two or three con s (speakers for and against the motion). Speakers addressing a motion in debate usually have two or three minutes in which to speak their minds. Motions There are two basic types of motions. It is important to understand the difference between them. The two kinds of motions are main motions and parliamentary motions. Main Motions A motion is a statement of an idea a committee member wants the committee to put into practice. After being recognized by the Chair, the member says, I move that such and such be done by (this committee, one of its Subcommittees, or a particular individual) under these terms. The person making the motion then speaks briefly about why they feel the idea is important this is called speaking to the intent of the motion. Because the exact wording of all motions must be recorded in the minutes, the maker of the motion should write it out whenever possible. This is especially important for complicated or long motions. Every motion requires a second the backing of another person who also wants the idea put into practice, or simply wants to see further discussion of the idea take place. The Chair will ask, after one person makes a motion, whether the motion has a second. The seconder simply raises their hand and, when recognized by the Chair, says, I second that. If nobody seconds a motion, the Chair will say, The motion dies for lack of a second. This means that the idea will not be discussed any further because there is not enough interest in it. The committee then moves on to other business. Once a motion has been made, the Chair may rule it out of order. A motion may be ruled out of order for any one of a number of reasons: the motion goes against the committee s standing policy, clearly contradicts one of the Concepts for NA Service or Twelve Traditions, or is inappropriate at that particular point in the meeting at which it is made. Robert s Rules of Order can be consulted for more specific examples of motions which are out of order at any given time. Any members of the committee who wishes to challenge a ruling made by the Chair may appeal that ruling, as described below. If no appeal is made, or if the decision of the Chair is upheld, the committee moves on to other business. Ontario Regional Convention of Narcotics Anonymous Rev. July

26 Parliamentary Motions Parliamentary Motions can be best understood as sub-motions that are made during debate on a main motion, which effect in some way the main motion. There are many more of these than space and practicality permits us to include here, but a few that seem to be the most practical are discussed here. (1) Motion to Amend (Simple majority required is debatable) This is perhaps the most commonly used parliamentary motion. During debate on a motion, if a member feels that the motion would benefit from a change in its language, they can say I move to amend the motion and suggest specific language changes in the motion. If an amendment has been moved and seconded, debate then turns to the merits of the amendment. When debate on an amendment is exhausted, the body votes on the amendment. Then debate resumes on the merits of the main motion (as amended, if the amendment is carried). When debate is exhausted on the merits of the main motion itself, a vote is taken and the body moves on to the next item of business. (2) Motion to call the Previous Question (Two-thirds majority required not debatable) For our purposes, this may be the most important parliamentary motion. Use it often. This question is made by a member saying, I call for the question, or I move the previous question. It is another way of saying, I move that debate stops right now and that we vote immediately. This is one of many that can be used to prevent needless, lengthy debate once an issue is clearly understood. This motion is in order after any speaker is finished. You need not be called on. The Chair must recognize you when you make this motion, and a vote must be taken with no debate. If two thirds of the body feels that no more debate is necessary, then it is time to vote and move on. One point worth making about this motion is that you must be careful not to squelch debate before an issue has been thoroughly aired. Be sure to vote no to this motion if you are still confused about the issue, or if you are unsure of how to vote. By allowing debate to continue, we avoid half baked decisions about half understood questions. On the other hand, the liberal use of this motion makes it unnecessary for the Chair to be heavy handed in stopping discussion, because the debate will stop soon enough through this process. (3) Motion to Table (Simple majority required not debatable) One way of disposing of a motion that is not ready for a vote is to table it. This is done by saying, I move we table this motion until such and such a date/meeting. This motion is not debatable; if it is made and seconded, it is voted on immediately. If it fails, debate continues on the motion itself. If it passes, the committee moves on to its next item of business. The tabled motion will be included in the committee agenda on the date specified. (4) Motion to Remove from the Table (Simple majority required is debatable) A motion that has been tabled can be taken up before the time originally set in the motion to table. This is done by saying, I move to remove from the table the motion to such and such. If this motion passes, the motion that had been tabled becomes the main motion, and debate on it begins again. If the motion to remove from the table fails, the body moves on to the next item of business. Ontario Regional Convention of Narcotics Anonymous Rev. July

27 (5) Motion to Refer (Simply majority not debatable) Sometimes the committee does not have enough information to make an immediate decision on a motion. Such motions can be removed from debate and sent to one of the Subcommittees for further study; or, it can be sent to a special ad hoc committee. This can be done by a member saying, I move to refer the motion to the such and such Subcommittee. If the motion to refer passes, the committee moves on to its next item of business. The Subcommittee to which the motion is assigned will take it up at its next meeting. The Subcommittee will report back on what it has come up with at the next meeting of the full committee. (6) Motion to Reconsider or Rescind (Two-thirds majority required debatable) Sometimes a member feels that a motion the committee has passed will prove harmful. The member can then move to either reconsider (reopen for debate and voting) or rescind (void the effect of) the original motion. There are a few conditions on motions to reconsider or rescind: - The motion must have been passed in either the last or the current meeting. - The member making to motion must have information on the issue that was not available in the original debate on the motion. - The member must have been with the winning side in the original vote. These limits are placed to protect the committee from having to consider again and again the motion it passes, while still allowing it to examine potentially harmful situations it has created inadvertently. If any of these requirements are not met, the Chair will declare the motion out of order. (7) Request to Withdraw a Motion (Unanimous consent required not debatable) Once a motion is made and the debate begins, the maker of the motion may move to withdraw it. The Chair asks if there are any objections. If there is even one objection, the motion stays on the floor, and debate resumes. If there are no objections, the motion is withdrawn and the body moves on. (8) Offering a Substitute Motion (Simple majority required debatable) A substitute motion is the same as an amendment to a main motion. The only difference is that it is offered to entirely replace the original idea, instead of merely revising a portion of it. It is handled in the same way an amendment is handled. (9) Motion to Adjourn (Two-thirds majority required debatable) Any voting member may move to adjourn at any time. This motion is always in order, is not debatable, and requires two-thirds to pass. Obviously frivolous motions to adjourn may be ruled out of order. After all business is finished, the Chair may declare the meeting adjourned without a motion. Ontario Regional Convention of Narcotics Anonymous Rev. July

28 Other Procedures In addition to parliamentary motions, there are other ways in which members may alter or clarify the proceedings. Here are a few of the most common: Order of the Day If a committee member feels that business is going too far astray from the original agenda, this can be used to help get things back on track. The member says, I call for the order of the day. This means, I move that the Chair bring us back on track and conduct the meeting according to procedure, adhering to the agenda. This does not require a second, and is not debatable. Regardless of what else is going on at the time, it requires an immediate vote. Point of Order If a committee member feels that something that is happening is in violation of the rules of order, and if the Chair does not appear likely to do anything about it, the member can raise a point of order. The member need not raise their hand, but may simply say, point of order. The Chair then says, What is your point of order? The member then states how they feel the rules of order are being violated. The Chair then either agrees with, Your point is well taken, or disagrees with overruled. This decision, as all others, can be overruled. Point of Appeal Any time the Chair makes a decision, that decision may be appealed. Any voting member who wishes to appeal a decision may do so by saying, I appeal the decision of the Chair. The Chair then says, On what grounds? The member states their reasons. The Chair then speaks briefly to the intent of the ruling. A vote is taken with a two-thirds majority required to overrule the decision of the Chair. Parliamentary Inquiry If a member wants to do something, but doesn t know how it fits in with the rules of order, the member can ask. Simply say, Point of parliamentary inquiry. The Chair must immediately recognize the member and answer the question. Point of Personal Privilege If the smoke is getting too heavy for you, the air conditioner or heater is too high, or if there is too much noise in the room, you can ask that something be done about it. You may interrupt the proceedings by saying, Point of personal privilege. The Chair must recognize you. Ontario Regional Convention of Narcotics Anonymous Rev. July

29 Appendix B ORCNA Newcomer /Financial Hardship Policy Why Register? We ask that you spend a few minutes reading this letter to help you understand the reason for a registration fee at our conventions. This convention has taken many volunteers over 12 months to plan, organize and bring from conception to creation; many expenses were encountered along the way. The money collected from registrations, helps to defray expenses incurred. These costs include all the meeting rooms, halls, hotel facilities and staff. Who Qualifies for a Newcomer / Financial Hardship Package? a. One thing is certain in NA, that is, that you are a member when you say you are. This is clearly covered by our third Tradition; The only requirement for membership is a desire to stop using. We do not want to be seen as setting any new requirements for membership, or placing restrictions on the ability of any addict to freely attend and support an event, whose purpose is to promote the unity and growth in NA. b. With that stated, we trust that any addict who is able to pay to attend this event will do so. The principle of being self-supporting that is embodied in our seventh tradition, may apply to a Newcomer, or Old Timer, as well as to each NA group, or NA as a whole. c. To minimize any financial burden that may be incurred as a result of Newcomer / Financial Hardship Packages, we shall employ standard practices used in previous conventions. d. We will welcome any addict who needs a Newcomer / Financial Hardship Package; we will not harass any fellow addict by questioning their honesty, or their need to request a Newcomer / Financial Hardship Package. If someone truly needs it, one will be provided. e. The Newcomer / Financial Hardship Registrant will be asked if they can afford a donation to help offset the cost of the convention. f. The Newcomer / Financial Hardship Registrant will be asked to perform service work at the convention in one of hundreds of tasks needing to be done. g. The same materials contained in a regular Registration Package will be provided within a Newcomer / Financial Hardship Package, except there will not be a banquet or brunch ticket. h. The Newcomer / Financial Hardship Package will allow any addict to freely attend all scheduled Speaker meetings, Panel meetings, Workshops, Hospitality and marathon rooms that form the basis of carrying the message of NA recovery from active addiction. The Registrant is NOT restricted from the Merchandising room, the dance, Auction or any other event accessible with a registration badge. i. The Chair, Alt. Chair, Treasurer and OCRC are the only members of the committee authorized to interview Newcomers and qualified to authorize Newcomer / Financial Hardship Packages. Ontario Regional Convention of Narcotics Anonymous Rev. July

30 APPENDIX C ORCNA SPEAKER EVALUATION FORM Speaker s Name: Recording number: Scale: 1 = Poor 2 = Fair 3 = Average 4 = Good 5 = Excellent 1. Does the speaker have a clear NA message? (based on personal experience, strength and hope.) Rating 2. Does the speaker stay within Traditions? 3. Does the speaker focus on recovery? 4. Does the speaker speak to all NA members? (disease of addiction, newcomer, race, religion, gender etc.) 5. Does the speaker share from personal experience? (do they avoid telling us how to recover?) 6. Is the speaker a good public speaker? (i.e. organized, consistent, able to hold the audience s attention) 7. Does the speaker limit vulgar language? 8. How would the speaker fair as a main speaker? Is there anything else you would like the ORCNA programming sub-committee to know about this speaker that would help them in their selection process? Based on the recording, good topics or types of workshops for this speaker might include: Reviewed by: Total Points of questions: Ontario Regional Convention of Narcotics Anonymous Rev. July

31 Appendix D 1 OPENING SPEAKER MEETING FORMAT HI I AM AN ADDICT AND MY NAME IS. I D LIKE TO WELCOME EVERYONE TO THIS OPENENING SPEAKER MEETING OF ORCNA COULD WE OPEN THIS MEETING WITH A MOMENT OF SILENCE, FOLLOWED BY THE WE VERSION OF THE SERENITY PRAYER? OUR BEHAVIOUR IS A REFLECTION OF OUR RECOVERY; WE WOULD APPRECIATE IT IF YOU WOULD TREAT THE MEETING PLACES THAT ARE AT YOUR DISPOSAL, AS WELL AS THE STAFF OF THIS FACILITY WITH THE UTMOST RESPECT. JUST A REMINDER THIS IS A NONSMOKING FACILITY. PLEASE SMOKE IN DESIGNATED SMOKING AREAS ONLY. CHAIRPERSON TO READ STATEMENT TO THE PRESS: IN KEEPING WITH OUR ELEVENTH TRADITION, WE DID NOT FEEL IT APPROPRIATE TO INVITE MEDIA ATTENTION, HOWEVER, THERE IS ALWAYS THE POSSIBILITY THAT THEY WILL SHOW UP. IF YOU ARE APPROACHED BY A MEMBER OF THE MEDIA (OR SOMEONE NOT IN OUR FELLOWSHIP), REQUESTING INFORMATION, PLEASE REFER THEM TO THE APPROPRIATE TRUSTED SERVANTS, IN THIS CASE THE CONVENTION INFORMATION SUBCOMMITTEE. THE CONVENTION INFORMATION SUBCOMMITTEE IS LOCATED NEAR THE REGISTRATION TABLE. ALSO, WE WOULD LIKE TO STRESS ANONYMITY, WHAT YOU HEAR HERE, LET IT STAY HERE. CHAIRPERSON TO READ CLARITY MESSAGE: WE ARE PRESENTED WITH A DILEMMA IN N.A. WHEN OUR MEMBERS IDENTIFY AS ADDICTS AND ALCOHOLICS OR TALK ABOUT BEING CLEAN AND SOBER. THIS SENDS A MESSAGE THAT ONE DRUG IS SOMEHOW DIFFERENT FOR THE REST OF THE PACK. WE ASK THAT WHEN SPEAKING YOU REFER TO YOUR PROBLEM AS ADDICTION AND YOUR TIME IN THE PROGRAM AS CLEAN TIME OR RECOVERY TIME. THIS IS NOT TO BE DIFFERENT, CONTROVERSIAL OR BETTER THAN, BUT TO PRESERVE OUR UNITY AND OUR SINGLENESS OF PURPOSE. TO NOT FOLLOW THESE SUGGESTIONS IS TO DILUTE OUR UNITY AND ABANDON OUR FIRST TRADITION. CHAIRPERSON TO INTRODUCE: THE CONVENTION CHAIR-PERSON, VICE-CHAIR, EXECUTIVE AND SUB COMMITTEE CHAIRS ON STAGE. CHAIRPERSON TO ASK: THE A&G CHAIR TO UNVEIL THE BANNER WHILE THE THEME SONG PLAYS SOMEONE TO READ: WHO IS AN ADDICT: WHAT IS THE NARCOTICS ANONYMOUS PROGRAM: WHY ARE WE HERE: HOW IT WORKS PART 1: HOW IT WORKS PART 11: THE TWELVE TRADITIONS PART 1: THE TWELVE TRADITIONS PART 11: WE DO RECOVER: JUST FOR TODAY: CHAIRPERSON TO INTRODUCE THE SPEAKER: THE SPEAKER AT THIS TIME WILL BE: CHAIRPERSON TO THANK THE SPEAKER: ON BEHALF OF ORCNA, I WOULD LIKE TO THANK FOR SHARING HIS/HER EXPERIENCE, STRENGTH AND HOPE WITH US. PLEASE JOIN US IN A CIRCLE TO CLOSE THIS MEETING WITH THE WE VERSION OF THE SERENITY PRAYER. (THEME SONG PLAYS WHILE WE MAKE THE CIRCLE.) Ontario Regional Convention of Narcotics Anonymous Rev. July

32 Appendix D 2 BANQUET SPEAKER MEETING FORMAT HI I AM AN ADDICT AND MY NAME IS. I D LIKE TO WELCOME EVERYONE TO THIS OPEN SPEAKER MEETING OF ORCNA COULD WE OPEN THIS MEETING WITH A MOMENT OF SILENCE, FOLLOWED BY THE WE VERSION OF THE SERENITY PRAYER? OUR BEHAVIOUR IS A REFLECTION OF OUR RECOVERY; WE WOULD APPRECIATE IT IF YOU WOULD TREAT THE MEETING PLACES THAT ARE AT YOUR DISPOSAL, AS WELL AS THE STAFF OF THIS FACILITY WITH THE UTMOST RESPECT. JUST A REMINDER THAT THIS IS A NONSMOKING FACILITY. PLEASE SMOKE IN DESIGNATED SMOKING AREAS ONLY. CHAIRPERSON TO READ STATEMENT TO THE PRESS: IN KEEPING WITH OUR ELEVENTH TRADITION, WE DID NOT FEEL IT APPROPRIATE TO INVITE MEDIA ATTENTION, HOWEVER, THERE IS ALWAYS THE POSSIBILITY THAT THEY WILL SHOW UP. IF YOU ARE APPROACHED BY A MEMBER OF THE MEDIA (OR SOMEONE NOT IN OUR FELLOWSHIP), REQUESTING INFORMATION, PLEASE REFER THEM TO THE APPROPRIATE TRUSTED SERVANTS, IN THIS CASE THE CONVENTION INFORMATION SUBCOMMITTEE. THE CONVENTION INFORMATION SUBCOMMITTEE IS LOCATED NEAR THE REGISTRATION TABLE ALSO, WE WOULD LIKE TO STRESS ANONYMITY, WHAT YOU HEAR HERE, LET IT STAY HERE. CHAIRPERSON TO READ CLARITY MESSAGE: WE ARE PRESENTED WITH A DILEMMA IN N.A. WHEN OUR MEMBERS IDENTIFY AS ADDICTS AND ALCOHOLICS OR TALK ABOUT BEING CLEAN AND SOBER. THIS SENDS A MESSAGE THAT ONE DRUG IS SOMEHOW DIFFERENT FOR THE REST OF THE PACK. WE ASK THAT WHEN SPEAKING YOU REFER TO YOUR PROBLEM AS ADDICTION AND YOUR TIME IN THE PROGRAM AS CLEAN TIME OR RECOVERY TIME. THIS IS NOT TO BE DIFFERENT, CONTROVERSIAL OR BETTER THAN, BUT TO PRESERVE OUR UNITY AND OUR SINGLENESS OF PURPOSE. TO NOT FOLLOW THESE SUGGESTIONS IS TO DILUTE OUR UNITY AND ABANDON OUR FIRST TRADITION. SOMEONE TO READ: WHO IS AN ADDICT: WHAT IS THE NARCOTICS ANONYMOUS PROGRAM: WHY ARE WE HERE: HOW IT WORKS PART 1: HOW IT WORKS PART 11: THE TWELVE TRADITIONS PART 1: THE TWELVE TRADITIONS PART II: WE DO RECOVER: JUST FOR TODAY: DAILY MDITATION: AREA ROLL CALL: & CLEAN TIME COUNT DOWN: & ½ HOUR BREAK RE-OPEN MEETING WITH WE VERSION OF THE SERENITY PRAYER CHAIRPERSON TO INTRODUCE THE SPEAKER: THE SPEAKER AT THIS TIME WILL BE CHAIRPERSON TO THANK THE SPEAKER: ON BEHALF OF ORCNA, I WOULD LIKE TO THANK FOR SHARING HIS/HER EXPERIENCE, STRENGTH AND HOPE WITH US. PLEASE JOIN US IN A CIRCLE TO CLOSE THIS MEETING WITH THE WE VERSION OF THE SERENITY PRAYER. (THEME SONG PLAYS WHILE WE MAKE THE CIRCLE.) Ontario Regional Convention of Narcotics Anonymous Rev. July

33 Appendix D 3 CLOSING SPEAKER MEETING FORMAT HI I AM AN ADDICT AND MY NAME IS. I D LIKE TO WELCOME EVERYONE TO THIS CLOSING SPEAKER MEETING OF ORCNA COULD WE OPEN THIS MEETING WITH A MOMENT OF SILENCE, FOLLOWED BY THE WE VERSION OF THE SERENITY PRAYER? OUR BEHAVIOUR IS A REFLECTION OF OUR RECOVERY; WE WOULD APPRECIATE IT IF YOU WOULD TREAT THE MEETING PLACES THAT ARE AT YOUR DISPOSAL, AS WELL AS THE STAFF OF THIS FACILITY WITH THE UTMOST RESPECT. JUST A REMINDER THIS IS A NONSMOKING FACILITY. PLEASE SMOKE IN DESIGNATED SMOKING AREAS ONLY. CHAIRPERSON TO READ STATEMENT TO THE PRESS: IN KEEPING WITH OUR ELEVENTH TRADITION, WE DID NOT FEEL IT APPROPRIATE TO INVITE MEDIA ATTENTION, HOWEVER, THERE IS ALWAYS THE POSSIBILITY THAT THEY WILL SHOW UP. IF YOU ARE APPROACHED BY A MEMBER OF THE MEDIA (OR SOMEONE NOT IN OUR FELLOWSHIP), REQUESTING INFORMATION, PLEASE REFER THEM TO THE APPROPRIATE TRUSTED SERVANTS, IN THIS CASE THE CONVENTION INFORMATION SUBCOMMITTEE. THE CONVENTION INFORMATION SUBCOMMITTEE IS LOCATED NEAR THE REGISTRATION TABLE. ALSO, WE WOULD LIKE TO STRESS ANONYMITY, WHAT YOU HEAR HERE, LET IT STAY HERE. CHAIRPERSON TO READ CLARITY MESSAGE: WE ARE PRESENTED WITH A DILEMMA IN N.A. WHEN OUR MEMBERS IDENTIFY AS ADDICTS AND ALCOHOLICS OR TALK ABOUT BEING CLEAN AND SOBER. THIS SENDS A MESSAGE THAT ONE DRUG IS SOMEHOW DIFFERENT FOR THE REST OF THE PACK. WE ASK THAT WHEN SPEAKING YOU REFER TO YOUR PROBLEM AS ADDICTION AND YOUR TIME IN THE PROGRAM AS CLEAN TIME OR RECOVERY TIME. THIS IS NOT TO BE DIFFERENT, CONTROVERSIAL OR BETTER THAN, BUT TO PRESERVE OUR UNITY AND OUR SINGLENESS OF PURPOSE. TO NOT FOLLOW THESE SUGGESTIONS IS TO DILUTE OUR UNITY AND ABANDON OUR FIRST TRADITION. SOMEONE TO READ: WHO IS AN ADDICT: WHAT IS THE NARCOTICS ANONYMOUS PROGRAM: WHY ARE WE HERE: HOW IT WORKS PART 1: HOW IT WORKS PART 11: THE TWELVE TRADITIONS PART 1: THE TWELVE TRADITIONS PART II: WE DO RECOVER: JUST FOR TODAY: DAILY MEDITATION: CHAIRPERSON TO INTRODUCE THE SPEAKER: THE SPEAKER AT THIS TIME WILL BE: CHAIRPERSON TO THANK THE SPEAKER: ON BEHALF OF ORCNA, I WOULD LIKE TO THANK FOR SHARING HIS/HER EXPERIENCE, STRENGTH AND HOPE WITH US. PLEASE JOIN US IN A CIRCLE TO CLOSE THIS MEETING WITH THE WE VERSION OF THE SERENITY PRAYER. (THEME SONG PLAYS WHILE WE MAKE THE CIRCLE.) Ontario Regional Convention of Narcotics Anonymous Rev. July

34 Appendix D 4 MARATHON MEETING FORMAT HI I AM AN ADDICT AND MY NAME IS. I D LIKE TO WELCOME EVERYONE TO THIS MARATHON MEETING OF ORCNA COULD WE OPEN THIS MEETING WITH A MOMENT OF SILENCE, FOLLOWED BY THE SERENITY PRAYER? OUR BEHAVIOUR IS A REFLECTION OF OUR RECOVERY; WE WOULD APPRECIATE IT IF YOU WOULD TREAT THE MEETING PLACES THAT ARE AT YOUR DISPOSAL, AS WELL AS THE STAFF OF THIS FACILITY WITH THE UTMOST RESPECT. JUST A REMINDER THIS IS A NONSMOKING FACILITY. PLEASE SMOKE IN DESIGNATED SMOKING AREAS ONLY. CHAIRPERSON TO READ STATEMENT TO THE PRESS: IN KEEPING WITH OUR ELEVENTH TRADITION, WE DID NOT FEEL IT APPROPRIATE TO INVITE MEDIA ATTENTION, HOWEVER, THERE IS ALWAYS THE POSSIBILITY THAT THEY WILL SHOW UP. IF YOU ARE APPROACHED BY A MEMBER OF THE MEDIA (OR SOMEONE NOT IN OUR FELLOWSHIP), REQUESTING INFORMATION, PLEASE REFER THEM TO THE APPROPRIATE TRUSTED SERVANTS, IN THIS CASE THE CONVENTION INFORMATION SUBCOMMITTEE. THE CONVENTION INFORMATION SUBCOMMITTEE IS LOCATED NEAR THE REGISTRATION TABLE. ALSO, WE WOULD LIKE TO STRESS ANONYMITY, WHAT YOU HEAR HERE, LET IT STAY HERE. CHAIRPERSON TO READ CLARITY MESSAGE: WE ARE PRESENTED WITH A DILEMMA IN N.A. WHEN OUR MEMBERS IDENTIFY AS ADDICTS AND ALCOHOLICS OR TALK ABOUT BEING CLEAN AND SOBER. THIS SENDS A MESSAGE THAT ONE DRUG IS SOMEHOW DIFFERENT FOR THE REST OF THE PACK. WE ASK THAT WHEN SPEAKING YOU REFER TO YOUR PROBLEM AS ADDICTION AND YOUR TIME IN THE PROGRAM AS CLEAN TIME OR RECOVERY TIME. THIS IS NOT TO BE DIFFERENT, CONTROVERSIAL OR BETTER THAN, BUT TO PRESERVE OUR UNITY AND OUR SINGLENESS OF PURPOSE. TO NOT FOLLOW THESE SUGGESTIONS IS TO DILUTE OUR UNITY AND ABANDON OUR FIRST TRADITION. SOMEONE TO READ: WHO IS AN ADDICT: WHAT IS THE NARCOTICS ANONYMOUS PROGRAM: WHY ARE WE HERE: HOW IT WORKS PART 1: THE TWELVE TRADITIONS PART 1: WE DO RECOVER: JUST FOR TODAY: IF THE MEETING CLOSES AT ANY TIME DURING THE CONVENTION IT WILL BE REOPENED WITH THE SERENTTY PRAYER ALONG WITH THE READING OF THE TWELVE STEPS AND THE TWELVE TRADITIONS. Ontario Regional Convention of Narcotics Anonymous Rev. July

35 Appendix D 5 TOPIC WORKSHOP MEETING FORMAT HI I AM AN ADDICT AND MY NAME IS. I D LIKE TO WELCOME EVERYONE TO THIS TOPIC WORKSHOP MEETING OF ORCNA COULD WE OPEN THIS MEETING WITH A MOMENT OF SILENCE, FOLLOWED BY THE SERENITY PRAYER? OUR BEHAVIOUR IS A REFLECTION OF OUR RECOVERY; WE WOULD APPRECIATE IT IF YOU WOULD TREAT THE MEETING PLACES THAT ARE AT YOUR DISPOSAL, AS WELL AS THE STAFF OF THIS FACILITY WITH THE UTMOST RESPECT. JUST A REMINDER THIS IS A NONSMOKING FACILITY. PLEASE SMOKE IN DESIGNATED SMOKING AREAS ONLY. CHAIRPERSON TO READ STATEMENT TO THE PRESS: IN KEEPING WITH OUR ELEVENTH TRADITION, WE DID NOT FEEL IT APPROPRIATE TO INVITE MEDIA ATTENTION, HOWEVER, THERE IS ALWAYS THE POSSIBILITY THAT THEY WILL SHOW UP. IF YOU ARE APPROACHED BY A MEMBER OF THE MEDIA (OR SOMEONE NOT IN OUR FELLOWSHIP), REQUESTING INFORMATION, PLEASE REFER THEM TO THE APPROPRIATE TRUSTED SERVANTS, IN THIS CASE THE CONVENTION INFORMATION SUBCOMMITTEE. THE CONVENTION INFORMATION SUBCOMMITTEE IS LOCATED NEAR THE REGISTRATION TABLE. ALSO, WE WOULD LIKE TO STRESS ANONYMITY, WHAT YOU HEAR HERE, LET IT STAY HERE. CHAIRPERSON TO READ CLARITY MESSAGE: WE ARE PRESENTED WITH A DILEMMA IN N.A. WHEN OUR MEMBERS IDENTIFY AS ADDICTS AND ALCOHOLICS OR TALK ABOUT BEING CLEAN AND SOBER. THIS SENDS A MESSAGE THAT ONE DRUG IS SOMEHOW DIFFERENT FOR THE REST OF THE PACK. WE ASK THAT WHEN SPEAKING YOU REFER TO YOUR PROBLEM AS ADDICTION AND YOUR TIME IN THE PROGRAM AS CLEAN TIME OR RECOVERY TIME. THIS IS NOT TO BE DIFFERENT, CONTROVERSIAL OR BETTER THAN, BUT TO PRESERVE OUR UNITY AND OUR SINGLENESS OF PURPOSE. TO NOT FOLLOW THESE SUGGESTIONS IS TO DILUTE OUR UNITY AND ABANDON OUR FIRST TRADITION. SOMEONE TO READ: WHO IS AN ADDICT: WHAT IS THE NARCOTICS ANONYMOUS PROGRAM: WHY ARE WE HERE: HOW IT WORKS PART 1: THE TWELVE TRADITIONS PART 1: WE DO RECOVER: JUST FOR TODAY: CHAIRPERSON TO INTRODUCE THE SPEAKER: THE SPEAKER AT THIS TIME WILL BE: CHAIRPERSON TO THANK THE SPEAKER: ON BEHALF OF ORCNA, I WOULD LIKE TO THANK FOR SHARING HIS/HER EXPERIENCE, STRENGTH AND HOPE WITH US. PLEASE JOIN US IN A CIRCLE TO CLOSE THIS MEETING WITH THE WE VERSION OF THE SERENITY PRAYER. Ontario Regional Convention of Narcotics Anonymous Rev. July

36 Appendix D 6 SATURDAY AFTERNOON SPEAKER MEETING FORMAT HI I AM AN ADDICT AND MY NAME IS. I D LIKE TO WELCOME EVERYONE TO THIS AFTERNOON SPEAKER MEETING OF ORCNA COULD WE OPEN THIS MEETING WITH A MOMENT OF SILENCE, FOLLOWED BY THE SERENITY PRAYER? OUR BEHAVIOUR IS A REFLECTION OF OUR RECOVERY; WE WOULD APPRECIATE IT IF YOU WOULD TREAT THE MEETING PLACES THAT ARE AT YOUR DISPOSAL, AS WELL AS THE STAFF OF THIS FACILITY WITH THE UTMOST RESPECT. JUST A REMINDER THIS IS A NONSMOKING FACILITY. PLEASE SMOKE IN DESIGNATED SMOKING AREAS ONLY. CHAIRPERSON TO READ STATEMENT TO THE PRESS: IN KEEPING WITH OUR ELEVENTH TRADITION, WE DID NOT FEEL IT APPROPRIATE TO INVITE MEDIA ATTENTION, HOWEVER, THERE IS ALWAYS THE POSSIBILITY THAT THEY WILL SHOW UP. IF YOU ARE APPROACHED BY A MEMBER OF THE MEDIA (OR SOMEONE NOT IN OUR FELLOWSHIP), REQUESTING INFORMATION, PLEASE REFER THEM TO THE APPROPRIATE TRUSTED SERVANTS, IN THIS CASE THE CONVENTION INFORMATION SUBCOMMITTEE. THE CONVENTION INFORMATION SUBCOMMITTEE IS LOCATED NEAR THE REGISTRATION TABLE. ALSO, WE WOULD LIKE TO STRESS ANONYMITY, WHAT YOU HEAR HERE, LET IT STAY HERE. CHAIRPERSON TO READ CLARITY MESSAGE: WE ARE PRESENTED WITH A DILEMMA IN N.A. WHEN OUR MEMBERS IDENTIFY AS ADDICTS AND ALCOHOLICS OR TALK ABOUT BEING CLEAN AND SOBER. THIS SENDS A MESSAGE THAT ONE DRUG IS SOMEHOW DIFFERENT FOR THE REST OF THE PACK. WE ASK THAT WHEN SPEAKING YOU REFER TO YOUR PROBLEM AS ADDICTION AND YOUR TIME IN THE PROGRAM AS CLEAN TIME OR RECOVERY TIME. THIS IS NOT TO BE DIFFERENT, CONTROVERSIAL OR BETTER THAN, BUT TO PRESERVE OUR UNITY AND OUR SINGLENESS OF PURPOSE. TO NOT FOLLOW THESE SUGGESTIONS IS TO DILUTE OUR UNITY AND ABANDON OUR FIRST TRADITION. SOMEONE TO READ: WHO IS AN ADDICT: WHAT IS THE NARCOTICS ANONYMOUS PROGRAM: WHY ARE WE HERE: HOW IT WORKS PART 1: THE TWELVE TRADITIONS PART 1: WE DO RECOVER: JUST FOR TODAY: CHAIRPERSON TO INTRODUCE THE SPEAKER: THE SPEAKER AT THIS TIME WILL BE: CHAIRPERSON TO THANK THE SPEAKER: ON BEHALF OF ORCNA, I WOULD LIKE TO THANK FOR SHARING HIS/HER EXPERIENCE, STRENGTH AND HOPE WITH US. PLEASE JOIN US IN A CIRCLE TO CLOSE THIS MEETING WITH THE WE VERSION OF THE SERENITY PRAYER. Ontario Regional Convention of Narcotics Anonymous Rev. July