Regional Minutes 9/18/04

The Chautauqua area will host the next Regional meeting on November 20, 2004. The meeting will be held at 556 East 2nd ST. Jamestown N.Y. 14701 Take 90 West toward Erie PA Exit 90 West at Dunkirk/Fredonia exit follow RT South into Jamestown left (East) on East 2nd ST (2 buildings down from KFC).

Chair Opened meeting @ 12:45 followed by Serenity Prayer.

Mike B read prayer from BT page xvi

Val B read Twelve Traditions

Donna B read Twelve Concepts

Minutes-no minutes present for reading

Mailbox-no mail was picked up

Roll Call-Chair present

Vice Chair-open

Secretary –Open

Treasure-present

RD Buffalo-present

RD Alt Buffalo-present

RCM Buffalo-present

RCM Alt Buffalo-not present

Not-not present

N.F.-not present

Nile-not present

Subcommittees-

WebsiteAdhoc-present

Literature-present

H&I –open

PI-present

Activities-absent

Convention Chair-not present at this time but on the way.

Quorum not met could conduct business as usual but not any voting, minutes not here to review.

Nominations- for open positions for September are H&I.

Nominations closed.

Reports-
Treasure- report attached

POI-Lockport not in attendance for 3 meeting even though your submitting a report it doesn’t help establish quorum they should also send in an alt.

Q- If the RC has not been present for the last 2 meetings will they lose their right to vote?

A-It has to bee reestablished once they return.

So only RC is needed to meet quorum.

You have to miss 2 meetings.

Chair read article 5 section F of By Laws and refers to article Z of By Laws so we stand at one, which makes us have 50% of quorum.

The difference of $235.00 difference is a discrepancy due to ledger being out of balance.

(Minutes now have been read)

Website made motion to accept minutes with corrections of ledger

RCM Buffalo seconded minutes are accepted with corrections of closing balance.

Treasure points out quorum that v voting should not be of 1 area only

Chair will go according to By-Laws and move forward.

No nominations

Elections

Nomination for Regional Vice Chair

Q-Will quorum for voting be met by its 2/3 quorum

Chair read article 5 section E voting & elections we can’t vote according to the 2/3 not met.

Chair appointed Thomas Y for Vice Chair Region.

Thomas Y accepts Nominations.

RD Alt has been removed from agenda and taken care of last meeting.

Chair appointed Crystal M as Secretary

Crystal M accepts

PO-adequate time to submit By-law changes in November and taken to the areas.

Vice chair points out matters affecting Region voting only does not need to be an area change matters affecting area voting does.

These are appointed position until a proper vote may be taken.

RD Buffalo- rpt attached

Q-give some clarity! How do we do this in a forum?

A-were more talking about give new comer a break not criminal predators, the

Inappropriate hugs & kisses on the check.

C-can RD address Buffalo area when RCM gives their event are you willing to do this and the Buffalo activities will be doing workshop will you contact activities chair to be apart of?

A-I is always willing to do RD workshop as part of any event. But the area is the RCM’s area of service.

RD Alt Buffalo- rpt attached

RCM Buffalo-rpt attached who is literature chair of area

A-Nancy M

I’m confused on positive opening balance and negative closing balance.

A-By area chair – Literature purchase was over the amount in budget so once area is over her balance is credited to literature (balance is literature not area) there is only one account literature must check available funds. The R.I.T.W. projected amount will be $4023.00 not turned in yet.

C-this isn’t Regions business but areas business

Sub Committees-
Website-rpt attached

Q-How dies it work

A-process those who submit reports to secretary should e-mail them then Webmaster post it.

Convention-rpt attached

Q-RD who is the Merchandise Chair

A-Ralph W

Q-so your going to need $3500.00 the another $3500.00?

Q-how much cash is needed for both vendors?

A-$2000.00

Q-time slots for Region slots will they be same as last year?

A-I believe one on Friday & one on Saturday.

C-theme for convention United We Grow MAYBE ONE OF THE region topics be based on the theme.

Activities-Chaointe rpt attached

Q-next event will there be any & where

A-yes Buffalo

C-when does my term end?

PI-rpt attached

H&I-absent

Literature -?

Old Business-
Online issue webmaster-tabled till next meeting
Rent $25.00 will be paid today by check.

Insurance- tabled till next meeting.

Q-who was asked to research insurance

A-Convention Chair-A question night from Gilzone Insurance Company was from 3:00 Friday 10-29-04 thru 10-31-0 4 @ 3:00 p.m.

Q-if hotel isn’t requesting insurance why are we looking.

Chair – its time to move on we have no information.

Tax- tabled till next meeting.

Nominations open
Activities-Chaionte nominated she accepted

Webmaster budget $193.86 request will bring back in November.

C-effective communication is needed. Regarding MARLICNA according to Bylaws RD & RD Alt to attend 3 of the Forum commitments.

C-we pay only for RD &RD Alt anyone should pay his or her own way.

C-when the IP workshop literature chair was invited to go we do the right thing for the reason we also voted on the request.

Chair-we will discuss it in light of the bylaws presidency is not something we follow I must adhere to the bylaws.

Q-was there any request from PI

A- no all I did was lock down a room no funds aren’t required now the event isn’t until February.

Chair-we need to gather our thoughts on this & bring back a request.

RD did request $35.00 now and reference to rpt for food etc.

Chair we need a budget of projected amount needed for all affairs not one by one we will act on it with a budget.

Tabled till next meeting regarding MARLICNA budget.

Q-does literature attends any workshop because literature has not attended any.

Convention workshop that puts on this workshop whether PI Literature etc. World wants to have 2 topic discussion workshops.

S-Friday workshop United We Grow

Saturday We does World request topics.

Chair-we needs to decide who is willing to do workshop on Friday & Saturday who is willing to work together? How do we as a committee choose to fill slots?

S-we should use slots for North East Regional Forum (sexual Predator & How to keep members in service)

S-World would like 2 topics possible one of those.

C-we has 2 slots not 3 so what about the convention topic United We Grow.

C-usually we see who’s willing to do it then we put it on the.

C-World format worked well also topic United we grow maybe we can focus on how do you grow or maybe first workshop subcommittees do second RD & RD Alt do together.

S-Friday subcommittees share on topic.

S-Saturday RD & RD Alt share workshop on each topic (sexual predator in NA)

Accountability statement.

Treasurer summarize

3 checks written by previous treasure Donald A. bank wants proof we’re doing something about it, it’s our responsibility to do something.

S-what about the theft policy give an opportunity to pay to pay it back.

Chair read theft policy. RD had spoken to Donald and invited him to attend this

Meeting and make restitution.

C-possibly small claims can be made to make restitution.

Q-What is restitution? Is there a time limit whether we take criminal or civil?

Q-how long do we wait for someone to come forth it’s been 2 or 4 months?

A-we don’t wait this is it we hold people accountable according to theft policy.

Q-will this be civil matter regarding money and not criminal?

C-It doesn’t close the door on criminal

C-we went civil before and the person paid $20.00 to this date.

So what are we going to do?

What does this body decide?

We contact him immediately to attend next meeting also secretary send a letter.

C-we should go civil.

C-go criminal notifies bank at least we get our money back.

C-civil looking at filling fees recommends contact regarding civil & criminal charges. Criminal just contact police and they prosecute him.

C-why write a threatening note follow threw.

C-why go with either one if he has no money what difference does it make.

Chair-conscious seem to not wait let’s act today criminal we will send a message to the body not to steal from N.A.

Motion: That the RD & Treasurer ASAP go to the Buffalo police dept and file charges against Donald A also AKA Donald Allen.

Seconded by RD Alt.

Con-we don’t steal from N.A it takes a certain kind of person to steal from N.A. I’ve been broke & penniless in N.A.

Convention request $2000.00 for merchandise.

Treasure asked to issue if funds are available

Funds are available. All in favor

Next meeting November 20th no other area except Buffalo present. Jamestown Chautauqua will be the host.

9-18-2004 Regional Treasury report.

After review of the minutes, bank statements and treasury records, I was unable to perfectly balance the books because they have not been balanced in a couple of years. Treasury records do not match the bank records and it would be unrealistic to attempt to recreate a complete ledger with the existing records and some bank statements are missing from last year. My suggestion is to start a brand new ledger that can be maintained properly.

The results of my audit are as follows:

1. Most deposits did not match donations from the minutes but were very close (off by under a dollar).

2. Deposits were not made promptly or consistently

3. Some deposits were made over a period of weeks when they should have been made at the same time.

4. There was a miscellaneous deposit for 235.00 made on 6/23/2004.

5. There were 3 unauthorized checks written for a total of $550.00. Check # 612 for $150.00, Check #615 for $300.00, Check #616 for $100.00. All were written to Donald Allen and all only had 1 signature.

Our current balance as of 8/30/2004 is $3,568.00

We have 1 old uncashed check outstanding from July 2003 for $5.00 from a rent payment.

I met with Brian from Charter one 3 times over the last 2 months. The bank account is back on track and proper signatures are in place. The current signors are myself, Cedrick and Jim L.

I filled out and signed a fraud affidavit reguarding the stolen money as required by Charter One in order to get the funds replaced. I requested Charter one to reimburse us the funds that were paid on checks with only one signature. I will not have an answer for a few more weeks but Brian at the bank said that they would want proof that we are taking legal action about it because it is doubtful that they will.

We have $235.55 more in the bank than the ledger shows but this is not from the misc. deposit because the ledger does not reflect the $550.00 misappropriated funds. It is just a coincidence.

I made a deposit of $483.32 on 7/19/2004.

In Service,

Dave M.

9-18-04

To: W.N.Y.R.S.C.N.A.

From: Michael B., Trusted Servant

Ad-hoc web site committee

W.N.Y.R.S.C.N.A.

Subject: 9-18-04-web site report

Hello family:

The WNY regional web site continues to be up and running. My computer has been down for 4 weeks. Mark has been making updates until my system is restored as they become available.

If you have any information your area needs posted to the site please fill out the forms provided.

CI host (our hosting company) bill is $193.86 every year due in January.We are requesting this dispursment be issued in November. We are current with them until 1-18-05.Our domain name (nawny.org) is ours until 1-30-08. The company called Verisign handles this. We sent them a check on 11-16-02 for 95.00 dollars and this keeps us good until 1-30-08. The cost on renewing our domain name is variable. It depends on how long you wish to renew for. Generally speaking, a one year renewal is 35.00 dollars and each additional year your renew for saves you money.

Submitted in loving service,

Michael B.

Closing BAL $1851.59
Motion to close & seconded.

Trusted Servant

Crystal M.