I. Opened mtg. @12:30 w/MOS and Rdgs
II. Roll Call
A. Executive Co. ~ all present
1. secretary position vacant
a. Acting Secretary Jim Lowe
B. AS Co. ~ all present but NIO
1. NIO absent report sent
C. Regional Sub Co. ~ all present but activities and vacant chair positions
1. Literature - vacant
2. PI - vacant
3. HI - vacant
III. Mail Distribution
A. Not picked up - RD states it was an oversight and mail will picked up and distributed on priority basis
IV. Review of (/19/09 Minutes
A. Accepted w/ correction
1. Section VII B November should read September 2009
V. Opening Treasurer's Balance
A. $2,307.45
VI. Executive Co Reports
A. RD Bob Bishop - see written report
1. Asks that Area wanting RD/RD Alt to conduct workshops on the CAR set aside a time and make requests after November 25th with lead time in consideration
2. Mini CAR workshops may be held @ Mustard Seed
3. WSO is asking for ideas on how to save $ w/out loosing our ability to effectively communicate ~ ex. Get publications from World via internet/email
4. World Conventions ~ San Diego 2011 and Philadelphia 2014
5. Continuing new literature review As the Journey Continues April 1st 2010 - June 30th, 2010
6. Funds for NEZF (Jan 22 - 24) and MARLCNA (Feb 12 -14) will be requested @ the Jan 2010 meeting
7. Funds for WSO Conference (April) in California will be requested in March

Q&A: What is the CAR and should the Areas be concerned? The CAR and its relationship to the WS Conference was described and the rationale for Area participation was explained.
What about cost of funding the CAR workshops such as refreshments, rent, and supplies? This prompted much discussion and was moved to new business.
When is the cut off for workshops in the Areas? Sometime in the first couple of weeks of April.

 

V. Chair called for change to order business
A. Next meeting location and date ~ January 16, 2010 @ Ally-Catts
1. Policy Review to begin at 11am
B. Nominations
1. PI ~ John Monin accepted
2. H&I ~ Ed Brunner accepted
3. all other Regional positions subject to nominations remain open at this time
4. Service resumes need to be completed and submitted and 5 questions will be asked under new business

Return to original order of business.

VI. Executive Co Reports continued
A. RD ALT Jim Lowe ~ none activity and topics covered in RD's report
B. Secretary ~ report will be sent by Acting Secretary to Michael B for posting and email distribution
1. Request for reimbursement for copies will be made as needed at the next meeting based upon request for hard copies
C. Vice Chair Ken Perry ~ see report
1. Focus was on how H&I could help facilitate letter writing to those incarcerated. Q&A resulted in much discussion of the following: Is this was similar to a Pen Pale Program? Could we some way link up with our website? Do we need guidelines? Emphasis was placed on keeping the 12, 12, &12 in mind.
D. Chair Richard Pompey
1. Archives were picked up from previous Secretary Heather
2. Noted that he sat in on the final meeting of this year's convention
VII. Area Reports
A. Buffalo
1. RCM Ed Brunner - see report
2. Q&A: Web requested when new schedules would be provided and by whom. RITW returned $ to Area - how much? Why is Bflo holding onto an excess of $3500? Is Bflo putting on a function - Bus Trip to NF to see the lights and stoop at meetings? If so Bflo needs to keep in mind that there are only 2 meetings on the day in question and one may be closing due to lack of support. The fliers have the name of James W - this is not James W of NF is it? Who is Bflo Area Activity Chairperson?

 

 

 

B. Chautt
1. RCM Brandon Smith (Smitty) - see written report. Focus of Chautt has been on responsible use of NA funds. Ex. Magic Jack usage for the NA Hotline and purchasing literature every two months to save on shipping charges.
2. Q&A: How does it work with Magic Jack? Cost for 5 years $59.95 and it is portable. All that is required is internet access. Convention needs to reimburse our Area $25 for rent. Can a check be written today by the Convention Co? Yes, no problem.
C. Niagara Falls
1. RCM Melvin Johnson - see report
2. No donation
3. No Q&A
4. Recommended that Bflo Area Activities hook up with NF to make sure meetings are open on the Saturday of their function
D. NIO
1. RCM absent
2. Report sent and read by Ed Brunner
3. No donation
4. No Q&A
E. Ally-Catts
1. RCM Matt Cox - see written report. Focus Project 7 - getting 7 meetings up and running 7 days a week. Currently at 5 meetings Upcoming event - Speaker Jam December 19th - no donation.
2. Q&A focused on the use of "Christmas Ham" on the event flier. Is this acceptable way to attract? What about just holiday? Why not just dinner? Matt stated that it doesn't matter as long as it says ham.
VIII. Sub Committee Reports
A. Convention
1. Chairperson Ralph Wilson - written report to be submitted
2. Registers and banners turned over to Regional Chair
3. Treasurer, Merchandise, and Registration records turned over to Regional Chair
4. The following was reviewed:
a. financials
$23,708.09 Year's Income
$21,695.54 Expenses
$2,012.55 Balance (Chair stated that there is a variance of $1.00 between the Treasurer's and Bank's balance.)

 

Convention financial review continued:

b. $16,223.50 Income @ Convention
$9,211.90 Expenses @ Convention
$7,011.60 Subtotal
-$250.00 Speaker travel no receipts
-$192.00 Speaker travel no receipts
$6,761.60 Subtotal
$5,500.00 Seed Money ($3000 in Jan and $2500 in July)
$1,161.60 Subtotal
-$25.00 Check to Monique T for Karaoke
-$100.60 Kept to maintain open account
$1,136.00 Subtotal
-$25.00 Check to Chautt for rent
$1,111.00 balance

Convention Chairperson Ralph Wilson turned over a check to Region in the amount of $6,611.00 (Seed $ and remaining balance).

Q&A: Is there any way for the next committee to save money in expenses? For example are the Saturday and Sunday morning breakfasts examples of the 11th Concept? $900.00 plus was expended on Saturday breakfast alone.

5. Registration Chairperson Earlie Harris submitted final report to Regional Chair
a. turned over receipt book
b. color coded tracking system in place
c. registrations: 308 (Pre Convention including Early Bird) and 278 taken at the Convention
d. Early Bird Registrations for 2010 total 59
e. Banquet: Pre-Convention 14 and 31 @Convention
f. Sun. Break Pre-Convention 4 and 19 @ Convention
g. Sat. Break Pre-Convention 2 and 6 @ Convention
h. Pre-Convention Reg Income: $4,520.00
i. Reg Income @ Convention: $7,934.50
j. Registration Subtotal Income: $12,454.50

Q&A: What was the total of new comer packages? There were 6 prior to the Convention and 6 given away at the Convention. What was the total for new comer donations? It was tracked but it is not totaled at this time. Once again, can we offer suggestions to next year's committee regarding cutting expenses such as those incurred by the Sat and Sun breakfasts? None were given at this time.

6. Merchandise Chairperson Jeff K. submitted final report to Regional Chair
a. Income $3,302.00 (see report for specifics)
Q&A: It was noted at this time that the tax exempt # was used by the subcommittee members to when their paid for their rooms. Is this going to be regular practice and was this not specifically dealt with at prior meetings resulting in the committee being directed not to use the Tax exempt ID # for personal use when reserving their own rooms. This item was directed to new business

B. Website
1. Report submitted by Web Servant Michael Brown
2. Requested that the Emails that were set up are used
a. Access via NAWNY@NAWNY.ORG
b. Requesting $193.86 for yearly hosting fee due in Jan 2010 (may be subject to change since hosting service has been purchased by new company
c. To access email go to Webmail.NAWNY.ORG and type in your service postion@NAWNY.ORG enter password you were provided at the Regional meeting. To make changes go to Preferences and make changes. It is recommended that it be check every two weeks
d. Check #681 is being sent out to CI Host in the amount of $193.86 - this is a budgeted item
C. Policy Review
1. Report: Verbal by Adhoc Committee Chair Dave Myers - will email written report
2. review is ongoing next meeting in Jan 2010 at Ally-Catts 11am
IX. Old Business
A. None
X. New Business
A. CAR Report Workshops
1. RD/RDALT will be available for workshops in each Area upon request
2. Discussion again focused on what the CAR is and why it is important - emphasis is on carrying the message to the addict who still suffers inside and outside the rooms of NA - the Primary Purpose.
3. Discussion returned to expense of workshops and what should be covered - refreshments, rent, materials, # of copies of CAR, and travel expenses
4. Motions by Michael B. and Bob B. were withdrawn due to discussion and the following motion was presented in writing by Smitty and it was 2nd: Expenditure for each workshop be $50.00 for materials and $100.00 for coffee, rent, travel expenses. Motion called to question. 5for, 1opp, and 1 abs - motion carried. Funds will not be requested until the Jan 2010 meeting of Region.
B. GSR of participating Area recognized and given the floor to address Region regarding issue concerning reaching out to inmates in correctional facilities
1. Item was discussed earlier in the meeting - GSR presented his concerns on the matter and it was turned over to H&I and PI nominees
C. Tax Exempt ID
1. In the spirit of keeping it simple - the Tax ID # is not at any time to be used for personal business. If the service body pays for the expense then it applies - if the individual pays for it then it does not apply.
D. Convention Chair Person Nomination
1. remains open - policy and guidelines are to be followed
2. Convention committee made its recommendation at prior meeting but individual did not stay to take a nomination when made - nominees must be present to accept the nomination
3. Vice Chair of Region is the Acting Subcommittee Chair until nominations and elections can be held should it be necessary. Also it was noted that negotiations regarding hotel contracts should be brought to Region before any signing for Region's approval. Initial Pre Planning Mtg can be conducted by the Vice Chair or an emergency meeting of Region can be called to address the nomination and election of the Convention Chair.
E. Donation to World
1. Motion to send $2000.00 2nd and called to question after review of Region's Treasurer Balance Motion carried unanimously
F. Convention Banners
1. Purchase of protective tubing
a. Matt Cox of Ally-Catt will handle this item and research the cost of hard cardboard tubing via his place of work
G. Service Resumes
1. Read by both nominees Ed Brunner for H&I and John Monin for PI
XI. Closing Balance
$2307.45 Opening Balance + $8161.00 Income - $2210.86 Disbursements = $8257.59
XII. Motion to Close 2nd @ 5:42pm

Yours in Service,
Jim Lowe, Acting Secretary