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Board of Trustees
September 9, 2021 @ 7:00 pm - 9:00 pm
Edmonton Service Office Society known as the Board of Trustees is currently meeting bi-monthly at the Jerry Forbes Centre.
Edmonton Service Office Society known as the Board of Trustees is currently meeting bi-monthly at the Jerry Forbes Centre.
Secretaries handle all their committee’s paperwork, a formidable job. Their first responsibility is to take clear, accurate minutes of committee meetings. In the process of keeping the minutes for each meeting, secretaries should regularly update the P&P document, and forward all changes to the ASC for adoption. Because effective communication is an ideal we strive for, secretaries should email minutes to Literature members and the ASC Secretary. They will need to keep an updated email list of participants’ email addresses.
Duties & Responsibilities:
-Keeps a complete record in the form of minutes of every Literature Committee meeting.-Maintains complete files of all Literature plans, minutes, and correspondence.
-Help the Chair prepare and distribute the Agenda for each Literature Committee meeting.
-The Secretary will be responsible for distributing the following to Admin and members of the Literature Committee 48 hours before the next Literature committee meeting:
-The previous Literature meeting minutes.
-All advanced reports were received.
-Current Literature P&P document.
-Keep and update the list of Literature Admin and members, particularly email addresses.
-Record ballots with a Chair appointed observer and record the outcomes of elections of all elected positions.
-Maintain a living record of the policies and procedures and make monthly amendments as directed by the Committee and forward them to the ASC body for adoption.
-Conduct any correspondence that may be required.
-In the absence of the Chair and Vice-Chair, call the meeting to order and act as Chair until the immediate election of a Chair for that meeting.
Purpose: The PRC Secretary handles all paperwork, a formidable job. Their first responsibility is to take clear, accurate minutes of area committee meetings and distribute those minutes to all committee members within a reasonable period of time after each meeting. The PRC Secretary shall also be responsible for regularly updating any changes to the P&P document and forward all changes to the ASC for adoption. Because effective communication is an ideal we strive for, Secretaries should email minutes to PRC members. They will need to keep an updated email list of participants’ email addresses.
Duties & Responsibilities:
-Keeps a complete record in the form of minutes of every PRC meeting.
-Maintains complete files of all PRC plans, minutes and correspondence.
-Maintain records of attendance at the PRC meeting.
-Have available for each Subcommittee officer and admin copies of the previous meeting minutes.
-Submits minutes of every PRC meeting to the PRC Chair and Vice-Chair no more than five days after each PRC meeting
-Maintains a record of name and contact information for committee members, all resource pool members and their qualifications, preferences and restrictions.
See Policies and Procedures for details on position
Treasurer position
See Policies and Procedures for details on position
Hospitals and Institutions Panel Leader Purpose: To administer the H&I resources which help to further our Primary Purpose by carrying the NA message of recovery to addicts who do not have full access to regular Narcotics Anonymous meetings: i.e. prisons, jails, in-patient treatment centers, psychiatric hospitals, detox centers, etc. H&I meetings/presentations, except for those in longer-term facilities, are intended simply to introduce those attending to some of the basics of the NA program.
– 1 year uninterrupted clean time at time of election
Purpose: To administer the H&I resources which help to further our Primary Purpose by carrying the NA message of recovery to addicts who do not have full access to regular Narcotics Anonymous meetings: i.e. prisons, jails, in-patient treatment centers, psychiatric hospitals, detox centers, etc. H&I meetings/presentations, except for those in longer-term facilities, are intended simply to introduce those attending to some of the basics of the NA program.
Duties & Responsibilities:
– Conducts panel meetings/presentations in facility according to NA handbooks, service guidelines and facility guidelines.
– Serve as a point of contact for facility.
– Responsible for taking all possible action to ensure the H+I panel is conducted as scheduled.
– Informs facility and the H+I coordinator as soon as possible when unable to conduct a panel
– Invite oriented panel members to meetings and inform them of all applicable rules of the facilities and procedures for that meeting.
– Go over “Do’s and Don’ts” with panel members.
– Works closely with H+I Coordinator to apprise them of situations involving H+I activities.
– Pick-up and distribute literature for facility from Literature Coordinator.
– Maintain communication with facility/institution as required.
– 1 year uninterrupted clean time at time of election.
Purpose: To present the information detailed in the Public Relations Orientation Handout each month and maintain familiarity with all areas of PRC service.
– 3 years uninterrupted clean time at time of election
Purpose: To coordinate phoneline services dedicated to the proposition that “no addict seeking recovery need die without having had a chance to find a better way of life.” We provide a medium in which a potential member can have immediate contact with a recovering addict for the express purpose of directing them to an NA meeting. We also provide meeting and event information, and we direct questions about our fellowship to the appropriate service member or subcommittee.
Duties & Responsibilities:
– Coordinates all phoneline activities.
– Act as primary representative between the PRC and the service provider(s).
– Will be available on an “on call” basis to answer questions and concerns by carriers, and to troubleshoot and rectify problems in regards to the ability to answer calls.
– Prepare and submit budget requests to PRC Chair.
– Responsible for ensuring messages from the service provider regarding NA are forwarded to appropriate service members and requests for services are adequately delegated and reported on in the monthly PR phoneline report to the PRC.
– Reports any comments or complaints that come through the phoneline to the PRC Chair.
– 2 years uninterrupted clean time at time of election.
Purpose: Maintaining a website for the Edmonton Area of Narcotics Anonymous to make information about the Edmonton Area and Narcotics Anonymous as a whole available to the public, to addicts who may need NA, and to our current members.
Duties & Responsibilities:
– Responsible for all passwords to the website and reporting any changes to the ESOS.
– Coordinates all website activities, which would include: events & newsletter
— Responding to e-mails within 72 hours.
— Posting all current EANA activities and newsletter within one week of submission.
— Maintain and update the website on a monthly basis.
— Creating a backup bi-annually and submitting it to the ESOS and the ASC Archivist for preservation.
— Renewing the eana.ca domain name.
— Renewing with the website hosting provider.
The purpose of the Edmonton Service Office Society is to provide services to the public and members of the Fellowship of Narcotics Anonymous as may be decided by the society in keeping with the aims of the fellowship. The purposes are to help make available the program of recovery that has been developed by the Fellowship of Narcotics Anonymous.
Duties & Responsibilities:
– To procure an office space and negotiate a lease, insurance, and rental of that space.
– Sign contracts for Fellowship events.
– To deal with judicial problems if requested.
– To maintain non-profit status.
– File with CRA (Canada Revenue Agency) once per annum.
Purpose: The ASC Archivists have an important role in the EANASC as guardians of the memories and records that shape the identity of various groups and the service structure. Like any other service activity, the primary purpose is to carry the message of NA. Archival work is more than mere custodial activity; it is how we collect, preserve, and share the heritage of our fellowship. NA members have a responsibility to gather and take good care of the fellowship’s historical documents and memorabilia. Minutes and reports from the EANASC and its Subcommittees, correspondence, records, photographs, newspaper, and magazine articles from the past need to be collected, preserved and made available for the guidance and research of NA members for now and for generations to come.
Duties & Responsibilities:
– Keep on file all EANASC Admin and Subcommittee reports, minutes, and correspondence for each EANASC service body.
– Maintain the EANASC’s files and archives as well as hard copies stored at the EANASC Office.
– Make the minutes and records available to EANA members upon request, provide Google Drive link to NA members upon request.
– Provide the elected member of the EANASC or its Subcommittees with documents required for the performance of their duties.
Purpose: The EANASC Secretary handles all paperwork, a formidable job. Their first responsibility is to take clear, accurate minutes of area committee meetings and distribute those minutes to all committee participants within a reasonable period of time after each meeting. The EANASC Secretary shall also be responsible for updating any changes to this document every month as approved by the groups.
Duties & Responsibilities:
– Keep a record of the proceedings of the EANASC Committee Meetings.
– Helps the Chair prepare and distribute the agenda for each EANASC meeting.
– Keep and update the EANASC’s official membership email list.
– Record ballots with a Chair appointed observer and record the outcomes of elections of Admin, Subcommittee members, and delegate(s).
– Maintain a living record of the policies and procedures, and make monthly amendments as directed by the EANASC body.
– Conduct any correspondence of the committee that may be assigned.
– Ensure the Archivist has access to all minutes, reports, and correspondence for preservation.
– In the absence of the Chair, Vice-Chair, and RCM, and call the meeting to order and facilitate until the immediate election of a Chair for that meeting.
Purpose: The primary responsibility of the EANASC Vice-Chair is the coordination of the area Subcommittees. The Vice-Chair keeps in regular touch with the Chairs of each Subcommittee to stay informed of their projects and challenges, attending Subcommittee meetings whenever possible. If disputes arise with a Subcommittee or between Subcommittees, the EANASC Vice-Chair helps find solutions to them. The Vice-Chair works closely with Subcommittee chairs when they prepare their annual reports and budget proposals. The Vice-Chair is also responsible to assist the EANASC Chair in conducting EANASC Meetings. The Vice-Chair pays close attention to peoples’ body language and reactions so that the body may come to a more complete proposal, embodying all viewpoints, and to conduct EANASC meetings in the Chair’s absence.
Duties & Responsibilities:
– In the absence of the Chair, act as the Chair and complete all associated roles.
– Be a co-signer for all EANASC committee bank accounts.
– Act as an advisor to the Chair in regards to the consensus process and EANASC policies and procedures.
– In the absence of an elected Chair and Co-Chair for a Subcommittee, act as the Chair for that Subcommittee until a Chair or Co-Chair has been elected.
– Ensure that decisions made by the EANASC body are communicated to the appropriate Subcommittee or Work Group.
– Be the EANASC point of contact for all Subcommittees and Work Groups.
Purpose: The primary responsibility of the Literature Committee Vice-Chair is the coordination with the Volunteer Pool. The Vice-Chair keeps in regular touch with the other Subcommittees to stay informed of their
projects and project possible needs. If disputes arise, the Literature Committee Vice-Chair helps find solutions to them. The Vice-Chair is also responsible to assist the Literature Committee Chair in conducting Literature Committee meetings. The Vice-Chair pays close attention to people’s body language and reactions so that the body may come to a more complete proposal, embodying all viewpoints, and is charged with conducting the Literature Committee meetings in the Chair’s absence.
Duties & Responsibilities:
– In absence of the Chair, the Vice-Chair assumes all the responsibilities normally carried out by the Chair until the Literature Committee has an election for that position or the Chair returns.
– Works closely with the Chair.
– Works with all Subcommittee Administrators to assure the most effective and efficient use of available resources.
– If the elected Admin position is vacant, ensures the duties of that position are fulfilled and/or delegated.
Purpose: The Literature Committee Chair is responsible for guiding the group to reach consent through the CBDM process, cultivating an atmosphere of respect, and various other administrative duties. The Chair’s primary tools are the Consensus Process Model, which appears earlier in this document, a firm hand, a calm spirit, and a clear mind.
Duties & Responibilites:
– Coordinates all Literature Committee efforts.
– Keeps the meeting on task and focused on the agenda, with all decisions being made using the CBDM process adopted by EANASC.
– Represents the Literature Committee at the regular meeting of the ASC and Special Meetings.
– Takes responsibility as a signing officer for the Literature Committee bank account.
– Responsible for the Edmonton Area Service Office Key.
– Responsible for the photocopier passcode.
Purpose: The Events Secretaries handle all their committee’s paperwork, a formidable job. Their first responsibility is to take clear, accurate minutes of committee meetings. In the process of keeping the minutes for each meeting, secretaries should regularly update the P&P document, and forward all changes to the ASC for adoption. Because effective communication is an ideal we strive for, secretaries should email minutes to Events members and the ASC Secretary. They will need to keep an updated email list of participants’ email addresses.
Duties & Responsibilities:
— Keeps a complete record in the form of minutes of every Events Committee Meeting.
— Maintains complete files of all Events plans, minutes and correspondence.
— Help the Chair prepare and distribute the Agenda for each Events Committee meeting.
— Keep and update a list of Events Admin and members’ contact information.
— Maintain a living record of the policies and procedures and make monthly amendments as directed by the Events Committee.
Purpose: To plan the itinerary for all EANA Events Committee Events. They are also responsible for picking the speakers and workshop facilitators at the EANA Convention.
Duties & Responsibilities:
— Maintains the Events Committee’s collection of speaker files.
— Is responsible for the itinerary of all events.
— Is responsible for picking speakers and setting up speaker meetings and workshops for the EANA Convention.
Purpose: To procure potential venues for EANA Events Committee Events. They are also responsible for maintaining business relationships with the vendors we secure locations with.
Duties & Responsibilities:
— Responsible for choosing a location and negotiating contracts for the events.
— Responsible for the cooking and cleaning of all meals at the events or to make appropriate arrangements of food choice if prepared by another party.
— Responsible for ensuring there are concession items at all events.
Purpose: To track the purchase and sale of tickets to all EANA Events Committee Events. They are also responsible for maintaining a registry for all EANA Events Committee Events where applicable.
Duties & Responsibilities:
— Responsible for ticket recording, ticket distribution, and ticket reconciliation for all events including the Convention.
— In charge of setting up and maintaining a registration table at all EANA Even once the Pre-registration form for the Convention is finalized.
— Responsible for all ticket sales and registration monies collected and delivered to the Treasurer.
Purpose: The Events Committee Treasurer’s job is critical to the committee’s work. Because of the added responsibility of handling money associated with service as Treasurer, the Events Committee must select their treasurer with care. If the committee selects someone who is not capable of handling the job, then the committee is at least partly responsible if money is stolen, Events Committee expenses are not paid, or funds aren’t properly accounted for. It’s recommended that the Events Committee elects’ people to this position who are financially secure, good at managing their finances, inspire the trust of the committee, and have substantial clean time. Experience in business, accounting, bookkeeping, or as a successful group treasurer is also very helpful. The Events Committee Treasurer manages money to/from the ASC Treasurer, administers the Events Committee checking accounts, reimburses Officers, Subcommittee Coordinators for their budgeted expenses, keeps careful records of all transactions, and reports on the financial Committee general fund, the Treasurer is also responsible to prepare an annual budget for the Events Committee. The Treasurer’s Handbook, available from the World Service Office, contains a more detailed description of the Treasurer’s job and most of the form’s treasurers’ need for keeping their records.
Duties & Responsibilities:
— To be the custodian of the Events Committee funds.
— Takes responsibility as a signing officer for the Events Committee bank account.
— Make an annual financial summary within 3 months following the Annual Convention, as well as having the books available for auditing at any time.
— Disburse funds as necessary following committee decisions.
— Maintain regular communication with Subcommittee Administrators.
Purpose: To provide all coordinators with volunteers for EANA Events Committee Events.
Duties & Responsibilities:
— Responsible for maintaining an up to date Volunteer Pool List.
— Works in conjunction with all Coordinators to supply adequate human resources for events.
— Responsible for assigning volunteers to appropriate coordinators when necessary.
Purpose: To book and coordinate all entertainment for EANA Events Committee Events.
Duties & Responsibilities:
— Responsible for planning the entertainment for all events.
— Maintain a list of entertainment services.
— Book and coordinate all entertainment for all events.
Purpose: To procure and distribute items for sale at EANA Events Committee Events. They are also responsible to maintain business relationships with vendors we purchase from.
Duties & Responsibilities:
— Work closely with Arts & Graphics Coordinator for the design of merchandise before contracting with a company.
— Responsible for the contracting of all Events merchandise.
— Keep a detailed record of merchandise purchased and sold.
— Responsible for the sales of all merchandise.
Purpose: To aid in the planning and execution of all fundraising efforts done by the EANA Events Committee.
Duties & Responsibilities:
— Responsible for all fundraising efforts.
— Must make sure that all events are done within the Twelve Traditions of NA and abide by all local laws and ordinances.
— Responsible for all monies collected and delivered to the Treasurer.
Purpose: To coordinate our Outreach resources to help support meetings in our area, both locally and the surrounding area, in hopes to create more unity within the Edmonton Area.
Duties & Responsibilities:
— Responsible for planning outreach trips 2 months in advance.
— Responsible for gathering Group Visitation Reports from all Outreach Focals.
— Responsible for following up and maintaining Group contact information.
— Submit requests for starter kits to the PR body when necessary.
— Works openly with H&I and PI coordinators addressing overlapping needs.
— Able to delegate responsibility for outreach trips.
— Submit accurate literature inventory to PRC Literature Coordinator.
— Submits receipts monthly to the PRC Chair.
Purpose: To coordinate H&I resources dedicated to the proposition that no addict in a hospital or institution seeking recovery needs die without having had a chance to find a better way of life. The purpose of an H&I meeting is to carry the NA message of recovery to addicts who do not have full access to regular Narcotics Anonymous meetings: ie.prisons, jails, in-patient treatment centers, psychiatric hospitals, detox centers, etc. H&I meetings/presentations, except for those in longer-term facilities, are intended simply to introduce those attending to some of the basics of the NA program.
Duties & Responsibilities:
-Coordinates all hospital and institution activities.
-Serve as a point of contact for all facilities engaged in H+I activities.
-Works with the panel leader(s) to draft all correspondence to facilities served by the PRC.
-Responsible for providing, processing and maintaining all correctional facility clearances.
-Keeps in contact and works with PRCofficers, workshop/orientation coordinator, and panel leaders regarding all panel presentations.
-Keep panel leaders informed of current facility rules and policies.
-Makes monthly written reports to the PRC on the status of all completed and ongoing hospital and institution plans including the execution of all H+I panels.
Purpose: The primary responsibility of the PRC Vice-Chair is the coordination of the Resource Coordinators. The Vice-Chair keeps in regular touch with the Resource Coordinators of each specific avenue of service delivery to stay informed of their projects and problems, attending meetings, presentations, and outreach trips whenever possible. If disputes arise, the PRC Vice-Chair helps find solutions to them. The Vice-Chair works closely with Resource Coordinators when they prepare their reports and budget proposals. The Vice-Chair is also responsible to assist the PRC Chair in conducting PRC meetings. The Vice-Chair serves as a sort of “vibe-watcher”, paying close attention to people’s body language and reactions so that the body may come to a more complete proposal, embodying all viewpoints, and to conduct PRC meetings him or herself in the chairperson’s absence.
Duties & Responsibilities:
– In absence of the Chair assumes all those responsibilities normally carried out by the Chair until the PRC fills that position.
– Works closely with the Chair.
– Works with all Resource coordinators to ensure the most effective and efficient use of available resources.
– May, at any time, visit any meeting/presentation at any facility within the limits and guidelines of that facility.
– If the elected officer or coordinator position is vacant, ensures the duties of that position are fulfilled and/or delegated.
Purpose: The PRC Chair is responsible for guiding the group to reach consent through the Consensus Process, cultivating an atmosphere of respect, and various other administrative duties. The Chair’s primary tools are the Consensus Process Model, which appears earlier in this document, a firm hand, a calm spirit, and a clear mind.
Duties & Responsibilities:
– Coordinates all public relations efforts.
– Keeps the meeting in order and focused on agenda using the EANA Consensus Process Model.
– Represents PRC at the regular meeting of the ASC and brings IDTs to ASC
– May, at any time, visit any meeting/presentation at any facility within the limits and guidelines of that facility.
– Responsible for EANA Office Key.
– Responsible for the photocopier passcode.
Purpose: To inform the EANA fellowship of all current PRC projects and contact information via email.
Duties and Responsibilities:
– Responsible for collecting, updating, and printing schedules outlining all new, current and ongoing PR activities.
– Maintains close communication with the Website Coordinator regarding schedules.
Purpose: To administer the H&I resources which help to further our Primary Purpose by carrying the NA message of recovery to addicts who do not have full access to regular Narcotics Anonymous meetings: i.e. prisons, jails, in-patient treatment centers, psychiatric hospitals, detox centers, etc. H&I meetings/presentations, except for those in longer-term facilities, are intended simply to introduce those attending to some of the basics of the NA program.
Duties & Responsibilities:
– Conducts panel meetings/presentations in facility according to NA handbooks, service guidelines and facility guidelines.
– Serve as a point of contact for facility.
– Responsible for taking all possible action to ensure the H+I panel is conducted as scheduled.
– Informs facility and the H+I coordinator as soon as possible when unable to conduct a panel
– Invite oriented panel members to meetings and inform them of all applicable rules of the facilities and procedures for that meeting.
– Go over “Do’s and Don’ts” with panel members.
– Works closely with H+I Coordinator to apprise them of situations involving H+I activities.
– Pick-up and distribute literature for facility from Literature Coordinator.
– Maintain communication with facility/institution as required.
Purpose: To coordinate the purchasing and distribution of literature to supply the needs of the PRC.
Duties and Responsibilities:
– Coordinates literature needs for all public relations activities.
– Submit budget/literature requests to PRC Facilitator monthly.
– Maintains accurate literature inventory.
Purpose: Will serve the addicts of the EANA by producing a monthly Newsletter that will inform the addict of fellowship business, happenings, and issues. Newsletter coordinator will strive to create a productive resource for our service area.
Duties and Responsibilities:
– Serve as Editor of the newsletter and be held accountable as such.
– Promote and solicit newsletter content within the fellowship including the EANA website.
– Submit budget request to PRC and receipts to PRC Chair.
– Will manage communications within EANA Newsletter e-mail account.
– Responsible for receiving and publishing up to date information regarding all EANA events and activities.
– Responsible for ensuring that release forms are signed for any personal submissions to the newsletter (e.g. Artwork, poems, letters, etc.) via digital signature.
– Responsible for the printing and distribution of the EANA newsletter.
Purpose: To inform the public of the program of Narcotics Anonymous’ program, and how and where to find Narcotics Anonymous.
Duties and Responsibilities:
– Coordinates all public information activities.
– Serve as a point of contact for all facilities engaged in PI activities.
– Solicit, receive, review and report on all facility feedback survey’s and assessments.
– May, at any time, visit any meeting/presentation at any facility within the limits and guidelines of that facility.
– Maintains and updates a master list of all facilities/institutions engaged in PI activities with contacts, locations and requirements on a monthly basis
– Responsible for recruiting PI project leaders.
– Works openly with H+I and Outreach coordinators addressing overlapping needs.
– Prepare and submit Public Information budget requests to the PRC Facilitator.