Portland Area Service Committee
of Narcotics Anonymous
4069 NE MLK jr Blvd
Portland, OR 97211
June 26th, 2004
The Chair called the meeting to order at 2:00 pm.
The meeting opened of with a moment of silence followed by the Serenity Prayer
for those who cared to join in.
The 12 Traditions were read by: Aaron.
The 12 Concepts were read by J.B.
The 6th Concept was read by: Alontin.
The Dedication to Service was read by: Dennis.
Roll Call of the BOD
12 present.
Roll call of Groups and Mail call
44 answered the roll and 48 were in attendance that answered late.
Count of voting GSR’s to establish a quorumQuorum set at 22 and was met.
Two groups ineligible to vote were: Heart and Soul, and Tell It Like It Is. When
these groups return in July, they will be able to vote.
New GSR Orientation
Treasurer’s Report, Joan T.
See attached reports.
Chair Report, given by Allen S.
No Chair report submitted by Colin for June. Colin apologizes for his absence
but he was called to work that day at his new job.
Secretary Report, Mary E.Motion to suspend the reading of the minutes made by
Starting Over, seconded by SE Serenity, motion passed by general consent.
Amendments to the May minutes are as follows: The agenda should read “21b.
Regional Elections”, on page 1 under Secretary report, 2nd paragraph, 1st
sentence after application process, should say “ for non-profit postage rates”;
on page 2, J.B.’s email address should be: “jbclean8998@hotmail.com, pages 6
and 7 under motion # 26 and 36 should be “June” instead of May; on page 7,
under Motion #36, the Motion was made by “P.I and Schedule Ad hoc committees
and was seconded by The NA Way” to replace the question marks.
A copy of the proposed calendar for the rest of 2004 and the Schedule Change
form will be included in the June minutes.A motion to accept the minutes as
amended was made by Late Night Recovery and seconded by Serenity Sisters. Motion
passed by general consent.Please Submit a written report to both Joan and I. I
still need copies of by-laws for Hotline, Literature and P.A.S.O.
I’m going to pass around a sign up sheet for those of you with email who are
not GSRs or alternates so you will be able to read the minutes. I don’t have a
proper form yet but I did send some out this month. Most of you responded
positively. Please write legibly so I can read it. Thank you.We did save a
little money on postage and copies which I spent on supplies and more copies of
other info.
If you are a GSR and DO NOT want to receive the minutes via email please
indicate on the sign in sheet.
I apologize profusely for not including the schedule change form in the minutes
to accompany Motion #40. You will have to decide, later on if you want to vote
on it anyway or table it for another month after taking it back to your groups
for examination.
I am still working on updating the current by-laws in the Outreach handbook.I
finished the research regarding the postal application for non-profit mailing
rates. I will be submitting a motion today regarding this issue. Mainly, what I
found out is that it costs nothing to apply and be approved. The application
takes about 2-3 weeks for determination. Once we are approved, we will have to
pay for a “Permit to Mail”. This is an annual (yearly) fee of $150.00. We
will give the post office a list of names of people who are approved to mail,
(prefer BOD members) and we will have to do at least 1 bulk mailing within a 2
year period in order to keep our application active. The mailing must be at
least 200 pieces of mail or up to 50# and presorted. Presorted means by zip
code. If we should go over those perimeters, we will pay a slightly higher rate.
The same is true if we exceed the weight limits for individual envelopes, the
size of the envelope and if we mail outside of specified zip codes. This shouldn’t
be an issue. Letter weight is 3.3 oz, flats can weigh 15.99999 oz (just under
1#) and envelope size shouldn’t exceed 6 1/8” x 11 ½”. Occasionally, I
mail out minutes that exceed the weight limit but not often and the mailing rate
is still less than full price. Please keep in mind that if we only do one
mailing every 2 years it may not be to our advantage to pay this fee every year.
That’s a total of $300.00, not really worth it to only mail out once in that
time period.While our application is pending, we can mail at the non-profit
rate, using someone else’s permit number and by pre-arrangement with the post
office.
The post office requires a physical address on the application form. I am
willing to list mine. I was assured that all the correspondence mail for NA will
continue to be sent to our PO Box. The physical address is a technicality. Once
the application has been submitted, the address info becomes irrelevant.When we
change officers and want to change authorized signers on the postal account, we
need to send a letter to the post office listing the names of the persons
authorized on letterhead stationary to make those changes.
We pay for postage the same as we do now when we mail but, an authorized signer
on the account must fill out a form and submit it with the mailing.
We must mail from the main post office downtown on Hoyt St.
The cost of postage for a mailing of 200 pieces at correct size and weight
should be .05 per piece for a total of 10.00 per mailing. Please keep in mind
that whoever is elected to the board positions will have to continue to keep up
with this.
Open Forum
Taco feed, tonight at 62nd and SE Stark street for the Keep The Fire Burning
campout.
Kick The Monkey brought an issue from the group for discussion and help with a
solution. Apparently someone stole a computer from the church the group meets in
during a meeting. Suggestions were that they contact the church to get an
estimate of the value of the computer and that they could come back to area to
make a motion to request funding to replace the computer, with the intent to pay
it back to area if the group is unable to cover the cost themselves immediately.
It was determined that area will support the group and that we, as a fellowship
want to resolve this issue as quickly as possible because it is a reflection on
NA as a whole.
Our RCM requested that someone make a motion to increase our Area’s donation
to Region because of the size of our Area in relation to that donation. The
Treasurer pointed out that we are currently unable to meet our financial
obligations at this time.A group that is no longer meeting asked for suggestions
about how to dispose of their literature inventory and funds. It was suggested
that former home group members meet to make that determination by group
conscience. Abstentions are not counted and reflect the choice not to
vote.
August 14th is the 6th Annual Unity In The Streets, please see calendar for
information about who to contact if you wish to volunteer to do service work for
this event.
Vice Chair report, Allen S. conducts sub-committee reports
Activities sub-committee report, Aaron R.
The Unity In The Streets event still needs a sound man. There is also a need for
an Activities Orientation Chair (?) Please attend the business meeting and check
the Activities at a Glance calendar for more information.
Hospitals and Institutions sub-committee report, Brad C.
63 commitments were held, 5 were missed, 3 were cancelled and 1045 addicts were
seen.
Hotline sub-committee report, Linda R.
10 people attended the committee business meeting this month! We passed a motion
stating that “Any shift worker who cannot be reached to do their shift and has
not made prior arrangements with the chair, will be given a verbal warning for
the first missed commitment and on the second missed commitment will be taken
off the hotline schedule”. Vice chair elections were tabled until the next
business meeting, please attend the next business meeting if you’re interested
in the position. We will also discuss moving the business meeting to a new
location in July. Please attend to offer input.There is one open shift: Saturday
from 1:00-7:00 pm. We have instructed the answering service to forward the
hotline to me if they are unable to contact the shift worker for that shift. I
am monitoring the hotline to assure that calls are being answered in the
appropriate manner. I am in the process of updating the voicemail and should be
finished by the 4th of July weekend. We are still in need of 12 Step volunteers
with 1 year clean and a willingness to be of service. Our newsletter will be
going out next week with updated material needed to keep current information
available for all hotline shift workers. The next business meeting will be
Sunday, July 18th, at 12:00pm at 6506 SE Foster Rd in the basement. Thank you,
Linda R.
Literature sub-committee, Jeff S.
Total sales for May were $2844.65 and we placed an order to the WSO for
$2814.99.
Outreach sub-committee, Lawrence J.
We visited several newly formed groups this month to check in with them and
offer support. We helped out at the Hell to Heaven campout at Timothy Lake. Our
New Group Registration person, Nanette, is doing a great job! Thank you. We’re
waiting for schedule audit for final plan to fix the schedule. Be sure to fill
out group report forms, they are our only way of knowing if your group needs
anything. Kick The Monkey requested assistance in July. No clean time
requirement to be a part of this committee. Visions of Hope is still meeting but
needs support. We received word that no one showed up to open the meeting one
night but this was just a case of absent secretary.
Public Information sub-committee, Jim B.
Last night we voted to move our meeting back one week. This means we will be
meeting (as of August) the Friday, One week before area. This will leave room
for Hotline to possibly meet at the same time and place, and still leave room to
work closely with H&I and Outreach. We also want to bring a motion to the
Regional P.I. meeting in July to possibly create a regional schedule. Due to
locating the booth material and schedule conflicts, we have not yet done
Saturday Market. We plan to be there either July 11th or the 18th. Thank you,
Jim B., P.I. Chair
RCM report, J.B.The GSR Assembly will be in North Bend, (located in Coos Bay,
OR) July 24th and 25th. Saturday is the Assembly and Sunday will be the business
meeting for all the representatives of the various sub-committees. I have
commitments from all the Portland sub-committees that they will be represented
there. I will be taking a bid to Region from this Area to host the Regional
Service Conference in the fall of 2005. Thank you for letting me be of service,
J.B.
P.A.S.O. sub-committee report, Ron C.PASO Report June 26th, 2004
Good news first. the PASO has been working on a financial budget and is ready to
present it; however, there are a few issues we would like to clarify before
doing so. Secondly, the building we and been previously looking at for the
Service Office has been leased. We are still looking into other options and some
are looking very favorable.The first of the issues that the PASO committee
believes are of greatest concern to our Area is a trend in declining
contributions. Although we have talked about this at length, we are not experts
and have no explanation for this trend We have asked ourselves are the groups no
longer willing to support our Area? Are there too may groups leaving, most
struggling to survive? This trend greatly concerns us. At present the Portland
Area has failed to meet its need in all but 1 of the last 5 months. In April
there were only 7 groups who donated to Area and last month there were only 11.
In an Area as large as Portland this would appear to be an abnormally lop-sided
occurrence.Our next issue concerns our financial budget and the setting up of
the Service Office. The issue that keeps coming back is that of regularly
scheduled meetings at the Service Office. In laying out the financial budget we
have had to determine ways to support the office. The primary form of support
used has been through events such as dance, speakers meetings, workshops and
Area donations. However, these alone would fail to meet the need. so we keep
coming back to the issue of regularly scheduled meetings to help support the
Service Office.In discussing this issue several facts became clear: 1. The
meetings would have to be sponsored by the Area and Service Office. Meaning, the
Service Office would be responsible for providing coffee, literature and
materials for the meeting. The meeting, in return, would be responsible for
collecting a 7th Tradition and delivering that to the Service Office. In this
way the Service Office would not be a landlord and be collecting rent from the
meetings but simply providing an area for meetings to meet. 2. The meeting
would all need to be open meetings. This way no addict could ever be turned
away. 3. That there would be no interference with other groups witin the
vicinity. In other words there would not be any other groups nearby having a
meeting at the same time. We believe this way of providing meetings would be a
responsible and productive way to meet our financial need and to still maintain
adherence to our Traditions.PASO Committee
By-law ad hoc committee, Mary E.
We held a meeting June 16th at my house. 3 people attended. We are progressing.
I am trying to keep the Wednesday of the 2nd week of the month the set time but
you should contact me if you are interested in attending this ad hoc
meeting. Meeting Schedule Ad hoc committee, report give by Jim B.We are
waiting for approval of our Schedule change form. The Secretary forgot to mail
it with our motion in May but you will receive it in the June minutes. We are
coordinating with the Hotline, Outreach and PI sub-committees and are working
together to come up with a workable solution to make sure meeting information is
correct.
PCRCNAXIII 2006, report given by Aaron R.
The hotel we approached has not given us a firm decision about whether or not
they will reserve the hotel for our event. We are looking for alternative
locations in the meantime. Please join in and be a part of the planning
committee.
New GSR Recognition
Multiculture
Angela C. GSR
Higher Empowered
Cari F. GSR
Heart &
Soul
David S. GSR
Men’s Fireside Step Study Joe
W. GSR
Multiculture
James M. Alt. GSR
Here &
Now`
Beth G. Alt. GSR
Book One Text Study Aaron
P. GSR
Came To
Believe
Traci B. GSR
We welcome them and ask that they keep coming back!
Break 3:55-4:10 pm
Reopen meeting with a moment of silence followed by the Serenity Prayer for
those who cared to join in.
Recount of voting GSRs
23 present
Unfinished Business
Motion #35, removes birthdays from the meeting schedule, amended to include
removal of the officer phone numbers also.Prior to voting, a Point of Order was
made stating that the group had not been allowed to vote on the amendment
separately and therefore requested the Chair call a vote on the amendment or
rule it out of order. The Chair ruled the amendment out of order and the vote
was taken on the main motion.
Resulting vote: 20 for, 7 opposed, 1 abstention, motion passes.
Motion #36, Made by P.I. & Schedule Ad hoc, seconded by The NA WayMotion:
Requires all groups to submit a “Schedule Changes” form to be listed on the
PASC schedule. Includes new and existing groups. Forms available through Public
Information, Outreach and Hotline sub-committees. Also available on line.Purpose:
To provide accurate meeting information on the PASC meeting schedule. A motion
to table until July was made by Here & Now and seconded by Late Night
Recovery. It passed by general consent.Motion #38, directs the PAAS to donate
any funds over $1,000.00 prudent reserve and $1,000.00 working capital to the
area, regardless of the time of month.The Chair ruled the motion out of order
because (?)
Motion #40, Made by: Schedule Ad hoc, seconded by Late Night RecoveryMotion: To
accept a form to present to meetings for information about meetings for the
schedule.
Purpose: To be accountable to both the fellowship and the public for information
placed in the schedule.
Form was not included in May minutes and a motion to table until July was made
by Back To Basics and seconded by Hell to Heaven. Motion to table passed by
general consent. Please see form Labeled “Motion #40”
Motion #41, Made by: Jackie J., seconded by Starting OverMotion: My motion is
that Area Service Committee support a men’s convention for 2006 or 2007.
Purpose: Receive support from the Portland Area. There was a general consensus
that not enough information was included on the motion for the groups to vote on
it and the maker was not available for further questioning at the June meeting.
The motion was automatically tabled until the July meeting.
Motion #42, creates an ad hoc committee to host the fall Regional Service
Conference in 2005. Result of vote: 20 for, 1 opposed, 5 abstentions. Motion
passes.
At this time a motion to extend the meeting was made by Let’s Get It On and
seconded by Starting Over. Result of vote: 5 for, 12 opposed, 0 abstentions.
While in the circle, someone pointed out that we were going to carry over ALL
the New Business and not give a vote to our RCM to take to Region this month
concerning the up-coming Regional elections because we all wanted to leave and
that maybe we should reconsider this decision. It was agreed, while in the
circle, to carry on the meeting until all business had been completed.Motions to
be voted on by Groups. You may also want to prepare a vote for your GSR to take
to Area for all the tabled motions.
Motion #44, Submitted by: Mary E. PASC Secretary, seconded by Starting
Over.Motion: Approve submission of application to Post Office for non-profit
bulk mailing rates. Allow for fee of $150.00 for “permit to miai” upon
approval of application. Designate a current board member as applicant and
allows them to use their name and home address on application. Approve proposed
budget for submission with application.Purpose: Substantially reduces costs of
postage for PASC mailings. Includes minutes, P.I., Hotline all other
sub-committees, other mailings. Need physical address on application and
application representative. Correspondence will be delivered to the PO
Box.*Note* See secretary report for additional information., Also see attachment
with proposed treasurer’s budget. Please print for your groups to view because
it is part of the submitted motion.Motion #45, Submitted by: P.A.S.O., seconded
by SE SerenityMotion: That the PASO be able to use regularly scheduled NA
meetings as a means of support in establishing a Portland Area Service Office as
discussed in the PASO report of 6/26/2004.
Purpose: To aid in establishing financial responsibility to the area and cover
expenses of the Portland Area Service Office.
*Note* See PASO report for additional information.
Motion #47, Submitted by: What It Is, seconded by Never Alone.Motion: That all
proposed changes to any sub-committee be directed to the appropriate
sub-committee before sending to the groups.
Purpose: To engage our sub-committees and encourage them to give input that will
jelp our groups make informed decisions.
Motion #48, Submitted by: Aaron, PAAS Chair, seconded by Starting Over.Motion:
Activities has approved an auction to be held before Unity speaker’s meeting 2
times yearly to collect money to buy books for new-comer.
Asking that money raised not be considered profits to (allow) all money raised
to be used to purchase book(s) for new-comers.
Purpose: To allow all moneys from auction held by Unity speaker’s meeting to
be used to buy books to donate to new-comers.
Motion #50, Submitted by: Suki McD., seconded by Here & Now.Motion: To amend
SECTION TEN; Article II, Subhead C of the current PASC by-laws as follows:
“…is to begin proptly at 2:00 pm and will end at *5:00 pm. Extension of….”Purpose:
To recognize the increase in the number of group(s) attending PASC and thr
increase in complexity of issues under consideration; to be responsible, trusted
servants.
New BusinessMotion 43: Submitted by Aaron P, seconded by The NA Way: to get a
starter kit for a new NA meeting—The Book One Text Study, 1225 SW Morrison
St., Portland, (Mentor Office, Room B), Mondays @ 7:30 p.m. Purpose: to carry
the message. Motion passed by general consent.Regional Elections, conducted by
the RCM, J.B. J.B. read off the open positions and made a suggestion that
someone from our area might want to run for one of the open positions. A group
vote was taken, acknowledging the nominees as is. Result of Area vote: 22 in
favor, 0 opposed and 3 abstentions. The RCM will vote for the nominees at the
Regional business meeting this month.Motion 46: Submitted by Here and Now: to
separate birthday (listing) and phone # (listing) issues from Motion #35.
Purpose: There is too much controversy in the two issues at hand and we need to
vote separately on them. Ruled out of order by the Chair on the grounds that the
issue had already been dealt with when we voted on Motion 35.Motion #49, Made by
Shawn B., seconded by Late Night RecoveryMotion: To change by-laws of PASC
donation to Region from $50.00 per quarter to $150.00 per quarter.
Purpose: To be more financially accountable to our region and to our primary
purpose.
A motion to table was made by Rick, seconded by Starting Over. Motion passed by
general consent.
Motion to adjourn made by Rick, seconded by Late Night Recovery, motion passed
unanimously.
Meeting adjourned at 5:06 pm.