The Policy Subcommittee is responsible for maintaining the Western North Carolina Area of Narcotics Anonymous administrative records. When requested, Policy also assists other groups with drafting and revising motions/ proposals for submission to the Western North Carolina Area Service Committee. The Policy Subcommittee’s purpose is to consider any input that affects the policies of the Area and upon deliberation provide clarity to the Area. They also make recommendations for the implementation of the Area Policy to the ASC.
To consider any input referred by the ASC that affects the policy of the ASC, and upon deliberation give recommendations to the Area. When necessary, the vote count is included. Also, to give a written response to any issues regarding tradition violations. The Policy Subcommittee will update the policy yearly or more often if needed.
Policy Subcommittee Guidelines 2024-2025
Everything that occurs in the course of N.A. service must be motivated by the desire to successfully carry the message of recovery to the addict who still suffers. It is for this reason that these guidelines have been compiled.
Definition
The Policy Subcommittee is a standing subcommittee of the Western North Carolina Area of Narcotics Anonymous. It consists of NA volunteers to carry the message to the addict that still suffers by providing assistance and interpretation to the Area Policy and assisting the subcommittees with their annual guidelines. The subcommittee serves as a resource to the ASC and its members in understanding and implementing policies in congruence with the Twelve Traditions and Twelve Concepts of Service. This committee is not a governing committee and should never be considered as such.
Purpose
The Policy Subcommittee is an operating subcommittee of the Western North Carolina Area of Narcotics Anonymous. The purpose of the subcommittee is to develop, interpret, and maintain the existing policies of the Area Service Committee (ASC) and to ensure that it is followed at ASC meetings.
Function
The function of the Policy Subcommittee is to ensure all activities are carried out in accordance with the Policy of the WNCANA, the Twelve Traditions and the Twelve Concepts of Service. The subcommittee reviews new proposals for adherence to the ASC policy and Twelve Traditions and also establishes quorum requirements for the ASC business and all proposals to be voted on. The subcommittee responds to the ASC regarding clarification or deletion of existing policies and development of new policies. The subcommittee is a resource to all other subcommittees with their respective guidelines.
Specific duties and responsibilities of the Subcommittee:
Creates and establishes an annual working plan.
Conducts regularly scheduled subcommittee meetings.
Provides the IT Chair of the monthly subcommittee meeting for the ASC calendar and if anything changes (time, date, location, etc.) notifies the IT Chair immediately.
Provides a written activity and financial report at the monthly ASC meeting.
Attends the monthly ASC meeting and the monthly trusted servants meeting.
Receives and previews new business proposals prior to the ASC meetings regarding WNCANA policy for violations of the 12 Traditions, 12 Concepts when requested by the Area Chair.
Recommends policy changes, updates and submits proposals to the monthly ASC meeting by member groups without GSR’s.
Works with the IT subcommittee to ensure all ASC proposals are archived and to keep the ASC policy on the WNCNA.org website up-to-date.
Provides a yearly budget at the March meeting of ASC with assistance from the Vice Chair and Treasurer. Provides revised guidelines at the April meeting of ASC with assistance from the Policy Subcommittee. Uses the Area Policy email for all communications as opposed to personal email.
Description
The subcommittee shall consist of Chairperson, Vice-Chairperson and Secretary, and other representatives as deemed necessary by the committee. All meetings are open to all interested members of N.A., but only members of this subcommittee shall be considered voting members.
Qualifications of Subcommittee Chairpersons
Qualifications: All Subcommittee Chairs shall have a minimum of three years clean time. For all subcommittees that are served by a Vice Chair they shall have a minimum of two years clean time. GSR’s can serve as subcommittee chairpersons, however, they cannot vote on proposals pertaining to the subcommittee they chair and his/her presence will be excluded from the quorum.
Chair’s responsibilities
Willingness and desire to serve a one-year commitment with three years clean time. Minimum of six months WNCANA ASC experience service.
Has read the WNCANA ASC policy and has read and understood the subcommittee guidelines. Is an example of living recovery through the application of the Twelve Steps, Twelve Traditions and Twelve Concepts of Service.
Arranges the time and agenda for subcommittee meetings.
Is ultimately responsible for files, records, and overall functioning of the committee. Presides over, and is responsible for maintaining order in meetings.
Responsible for all money transactions; reports expenditures monthly, ensures all expenditures are within the approved Budget and requests additional funding when expenses are necessary over the
allotted budget.
Mentors the subcommittee Vice-Chair on the Chair responsibilities.
Has a home group and a sponsor.
Vice-Chair responsibilities
Willingness and desire to serve a one year commitment with two years clean time. Minimum of six months WNCANA service involvement.
Is an example of living recovery through the application of the Twelve Steps, Twelve Traditions and Twelve Concepts of Service.
Has read and understood the Subcommittee guidelines; has an understanding of the WNCANA service structure.
Works closely with and assists in all duties of the committee to learn the responsibilities of the Chairperson.
Keeps apprised of all changes and updates to policy and guidelines.
Attend ASC meetings in the absence of the Chairperson.
When needed, assumes the position as Policy Chair (Pro-tem) until the Chair assumes the position again. In case of the Chair position becomes vacant during the year to be made permanent upon affirmation by the ASC.
Carry out responsibilities delegated by the chair and or committee.
Assists the Chair with accurate recordkeeping of committee expenditures.
Works closely with the Chairperson to ensure that the Budget is ready to be presented at the March ASC meeting.
Has a home group and a sponsor.
Secretary qualifications and responsibilities
Willingness and desire to serve with a minimum of six months clean time.
Has read and understood the subcommittee guidelines.
Is an example of living recovery through the application of the Twelve Steps and Twelve Traditions of Narcotics Anonymous.
Works closely with the Chair to develop meeting agendas; prepares and circulates minutes in advance of the next monthly meeting.
Records attendance and keeps accurate minutes of each meeting and distributes accordingly. Uploads copies of those minutes to the shared committee cloud storage platform. Keeps a list of all members of the subcommittee along with their contact information. Works with the Chair to update the subcommittee Guidelines to be submitted at the April ASC meeting. Has a home group and a sponsor.
Member qualifications and responsibilities
Open to any member of N.A. willing to participate with a willingness and desire to serve, membership requires 30 days clean time.
It is suggested that all members have a working knowledge of the 12 Steps, 12 Traditions and the 12 Concepts of Service.
No special skills are required. Helpful skills are proofreading, attention to detail and being able to do internet searches.
General Policies
Voting Principles:
Voting privileges are granted to members who have attended two consecutive meetings; privilege is established at the start of the third meeting.
Any member who is absent from two consecutive meetings without contacting the Chairperson, Vice Chairperson, and or Secretary will forfeit voting privileges.
Privilege is reestablished after attending two consecutive meetings at the start of the next meeting.
Waiving Clean Time Requirements:
To elect a candidate who does not meet the clean time requirement there must be no candidates that have the requirements who are willing to serve.
The vacant position will be announced at ASC, put on the Website, and announced at meetings. The position will remain open for one month to allow qualified candidates to be nominated. If after one month there is still no candidate with the required clean-time, then a 50%+1 vote must be in favor to waive the clean-time requirement. The candidate should have sufficient service experience in Narcotics Anonymous.
Terms of Service:
All officers serve 12 months.
Nominations for the Chair position are brought before the ASC per the WNCANA policy. Any position that becomes vacant before the completion of the term will be filled on an interim basis until the WNCANA can nominate a new officer.
In upholding the spirit of rotation no office shall be held for more than two consecutive terms by the same person.
There is no term limit for the Secretary and Members.
Dismissal and Resignation:
Officers may be dismissed from their positions at any time for relapse, gross neglect of responsibilities, continuous absenteeism of two consecutive meetings (except for humanitarian/compassionate reasons), inability to perform responsibilities, or refusal to comply with the guidelines, abuse of power, or mistreating other subcommittee members.
In cases of dismissal
A written motion for dismissal, with due cause stated, must be entered and seconded at the monthly subcommittee meeting. The person must be duly notified and shall be allowed to speak on their behalf before any vote is taken, at or before the next meeting (unless the whereabouts of the person are not known).
If the person objects, it is then taken to ASC as a proposal and voted on at that venue. Any member of this subcommittee has the right to go before the ASC to redress any grievance they have.
Officers may resign
Voluntary resignation should be submitted in writing to the Chair or Vice-Chair. In case of the Chair’s resignation, it should be sent to the ASC and the ASC Chair can appoint an interim chair. That person will serve until the next election.
Updated April 2024