Guidelines

Midwest Zonal Forum Guidelines

ARTICLE ONE - STATEMENT OF PURPOSE:

To provide participants in the Midwest United States a forum for the discussion and exchange of information on problems and issues confronting the regions of the Midwest U.S. The Forum is a place to network and share ideas with the focus on finding solutions.

ARTICLE TWO - MISSION STATEMENT:

The Midwest Zonal Forum (MZF) is a consensus based service body that seeks to further NA’s primary purpose by facilitating communication, cooperation and growth in the Midwestern United States and NA world services.

ARTICLE THREE - GOALS OF THE MIDWEST ZONAL FORUM:

3.01 Facilitate and coordinate inter-regional activities, such as other meetings of the Midwest Zonal Forum, Learning Days, CAR workshops, etc.

3.02 Encourage and facilitate inter-regional communication to all levels of service. Sharing our common concerns and questions with the WSC.

3.03 Research and explore the feasibility / desirability of MZF services as directed by our member fellowship.

3.04 Develop and maintain a resource list of trusted servants within the MZF participants.

3.05 Get together and act more effectively in development of regional motions for inclusion in the CAR or for action at WSC.

ARTICLE FOUR - PARTICIPATION:

4.01 Anyone who attends the MZF meeting is a full participant. Regional membership in the MZF is open to any Region requesting to join. All decisions are reached by consensus. Everyone is encouraged to actively participate in helping us arrive at consensus.

4.02 Trusted servants of the MZF are: Co-Facilitators, Secretary, Treasurer and Web Contact. Anyone who notifies the secretary may receive Minutes.

ARTICLE FIVE - MEETINGS OF THE MZF:

5.01 The MZF meetings locations will rotate among Regions following this established schedule; Greater-Illinois, Michigan, Upper Midwest, Indiana, Ohio, Wisconsin, Chicagoland, Metro Detroit, and Buckeye. The MZF will have an informal meeting at the WSC.

5.02 MZF meeting format.
a. On the Friday before the MZF meeting we will strive to help facilitate a PR event where possible.
b. Open with a recovery meeting with “local flavor” at 8:00 a.m. Local time.
c. The MZF always starts with a recovery meeting to remind those present of our primary purpose.
d. The MZF business meeting begins at 9:30 a.m. immediately following the recovery meeting, with the following agenda:

  1. Opening
    1. Moment of silence
    2. Reading of the Servant Worker’s Prayer
    3. Introductions
    4. B-Days and anniversaries since last MZF meeting.
    5. Roll Call
    6. 7th Tradition
    7. Reading one of the Concepts from booklet
    8. Special Business/Review-Adjust Agenda/Orientation to our process.
    9. Training Needs
  2. MZF – Trusted servant reports
    1. Co-Facilitator A
    2. Co-Facilitator B
    3. Secretary
    4. Treasurer
    5. Web Contact
  3. Regional reports
    1. Buckeye
    2. Chicagoland
    3. Greater Illinois
    4. Indiana
    5. Metro-Detroit
    6. Michigan
    7. Ohio
    8. Wisconsin
    9. Upper Midwest
    10. Other visiting regions/service committees
  4. Subcommitee/Adhoc Reports
  5. Prioritize list of topics for discussion
  6. Basic Services
    1. Approval of minutes
    2. Elections
    3. Financial decisions
    4. Next 2 meetings
    5. Training of participants
  7. Topics/Discussion
  8. Closing business (Announcements, Next Meeting, Hugs, Prayer…)

Other than Elections all decision are made using consensus. General guidelines are outlined below.

  • All members present are full participants in the decision making process.
  • Consensus exists when each member of the group can say:
    • I have had the opportunity to voice my opinions.
    • I believe the group has heard me.
    • I can actively support the group’s decision as the best possible action at this time, even if it is not my first choice.

Ground Rules

  • Stay open minded
  • Listen and share the time.
  • Remember to play well with others.
  • Don’t forget why we’re here.
  • Stay focused on the subject at hand.
  • Lively conversation is productive.
  • To agree and to disagree… that’s the process.
  • One more time- Avoid rreeppeettiittiioonn.
  • It’s important to start and stop on time.
  • NO KICKING, SCRATCHING.OR BITING ALLOWED…!

Consensus Process

  1. Motion (idea/solution) presented, Read out loud by facilitator.
  2. Discussion (See below *1)
  3. Facilitator asks for Participant Action Options (see below *2) on the motion
  4. Without objection (block) the motion passes
  5. Once the decision has been made, act upon what you decide.

Only reaching another consensus can change a consensus decision.

1. Procedure for discussion:

  1. Define the problem or decision.
  2. Figure out what must be done to reach a solution.
  3. Brainstorm possible solution.(see below *3)
  4. Discuss pros and cons attempting to narrow down the list of ideas/solutions.
  5. Adjust compromise and fine tune so all members are satisfied.
  6. Go back to C. (If a consensus is not reached repeat steps 1-5.)

2. Participant’s Action Options:

  1. To Give Consent (yes)
  2. To Stand Aside (abstain)
  3. To Block (no)

To Give Consent When everyone in the group (except those standing aside), says, “Yes” to a motion, consensus is achieved. To give one’s consent does not necessarily mean that one loves every aspect of the motion, but it does mean that one is willing to support the decision and stand in solidarity with the group, despite one’s disagreements.

To Stand Aside An individual stands aside when he or she cannot personally support a motion, but feels it would be all right for the rest of the group to adopt it. Standing aside is a stance of principled nonparticipation, which absolves the individual from any responsibility for implementing the decision in question. If there are more than a few stand asides, consensus has not yet been reached. The Facilitator will determine this.

To Block This step prevents the decision from going forward, at least for the time being. Blocking is a serious matter, and should be exercised with great care. This should be done only when one truly believes that the pending proposal, if adopted, would violate the morals, ethics or safety of the whole group.

Some would say one probably has a lifetime limit of three to four blocks,

So… If you frequently want to block or continually find yourself being the only one blocking, you may wish to reconsider your continuing participation in the group.

3. Brainstorming Guidelines:

  • One good idea leads to another… Good idea.
  • “No” and “Can’t” do not exist
  • Creativity has no limits.
  • Be a part of-participate.
  • Think fast, analyze later…
  • Judging, evaluating, and criticizing is NOT brainstorming..
  • HAVE FUN

ARTICLE SIX - ELECTIONS:

6.01 Election of one (1) Co Facilitator, Web Contact and Registered Agent will take place during the first meeting of WSC conference year. The other Co Facilitator, Secretary, Treasurer and MZF rep will take place during the second meeting of the WSC conference year. No elected trusted servant may hold two MZF elected trusted servant positions at the MZF.

6.02 Qualifications and Duties of Trusted servants.

Co-Facilitators:

  • Clean time requirement of 5 years
  • Familiar with rules of order as used by MZF
  • Not currently serving as Regional Delegate/Alt.
  • Term one (1) WSC Conference cycle – Two years

Duties:

  • Start meeting on time
  • Follow pre-established agenda
  • Designated as corporate chair for filing purposes
  • Receives and replies to correspondence from web page
  • Coordinates the hosting of the MZF with the hosting regional rep, this is to include fliers and PR event where appropriate
  • Signer of the bank account.

Secretary:

  • Clean time requirement of 2 years
  • Past experience as a secretary desirable
  • Ability to type desirable
  • Can be a Regional Delegate
  • Term one (1) WSC Conference cycle – Two years

Duties:

  • Responsible to take minutes of the MZF meetings and distribute them prior to the next MZF meeting
  • The minutes will reflect which Regions had delegate/alternate representation and how many other participants were present at some point during the meeting
  • Any reports need to be to the secretary no later than 5 days after the MZF meeting
  • Minutes will be distributed no later than two weeks after each MZF
  • Send minutes to web page two weeks after distribution
  • Send minutes to web page no later than two weeks after distribution
  • Maintains MZF archival material
  • Maintains mailing list of MZF
  • The secretary will verify that those receiving minutes wish to continue to receive them
  • Signer of the bank account

Treasurer:

  • Clean time requirement 5 years
  • Previous experience as a treasurer
  • Can be a Regional Delegate
  • Term one (1) WSC Conference cycle – Two years

Duties:

  • Keep and maintain all MZF checkbooks and accounts
  • Reports at all MZF meetings status of all MZF accounts
  • Is signer of the Bank account(s)
  • Familiar with the MZF Financial Guidelines

Web Contact:

  • Clean time requirement of 2 years
  • Can be a Regional Delegate
  • Have Computer / Web access
  • Term one (1) WSC Conference cycle – Two years

Duties:

  • Reports on all activity of the MZF web page at each MZF meeting.
  • Receives all correspondence from the page and forwards to Co Facilitators
  • Has access code to Web page.
  • Updates Web coordinator with changes directed by the MZF.
  • Facilitates any Web committee meetings deemed necessary.
  • Maintains E-mail list of MZF
  • Once every two years verifies E-mail list and purges as necessary

MZF Representative

  • Clean time requirement of 2 years
  • Not currently serving as Regional Delegate/Alt
  • Not currently serving as a MZF trusted servant
  • A minimum of one conference cycle of MZF NA participation
  • Term one (1) WSC Conference cycle – Two years

Duties:

  • Participate in correspondence with the WSC
  • The ability to attend the World Service Conference and to travel as directed by the MZF.
  • Strives to embody and express the conscience of the MZF in all NA service activities.
  • When possible represents the MZF at the World Service Conference, presenting a Zonal report to the WSC.
  • Maintains lines of communication between the MZF and other NA zones throughout the world.
  • Avails the MZF minutes from meetings of:
    • The World Service Conference
    • The World Board

Registered Agent:

  • A minimum of 5 years of continuous clean time.
  • Can be a Regional Delegate
  • Must have a stable address (not a P.O.Box)
  • Term one (1) WSC Conference cycle – Two years

Duties:

  • Registered Agent is the Legal Mailing address of the Corperation (MZF-INC.)
  • They receive and facilitate filing of the Annual corporate report.

Add Hoc Committees Chairperson:

  • A minimum of two years of continuous clean time.
  • A minimum of one year of NA service experience.
  • This Chairperson shall be appointed by the MZF Facilitator. Any other positions the ad-hoc committee or MZF deems necessary will be recruited by committee members
  • Ad-hoc chairpersons shall have equal status as MZF elected trusted servants.
  • This committee shall perform the task(s) as requested by the conference and/or the MZF Facilitator, report back to the conference when finished and then be dissolved at the direction of the MZF.

ARTICLE SEVEN - SUBCOMMITTEE GUIDELINES:

7.01 MZF INTERNET COMMITTEE GUIDELINES

I. PURPOSE STATEMENT

The primary purpose of the Midwest Zonal Forum (MZF) web site is to provide participants in the Midwest United States a forum for the exchange of information on problems and issues confronting the regions of the Midwest U.S. and to further NA’s primary purpose by facilitating communication, cooperation and growth thru the World Wide Web

II. MEMBERS

The membership of the Internet Committee should be made up of a web coordinator and any other interested addicts.

  1. The committee will be based on a consensus based decision-making process.
  2. Only the Web contact person and web coordinator will have access to input the page.
  3. The committee will choose a Web Coordinator
  4. The web contact person will give a report on activity of web page at each MZF meeting.
  5. Meetings will be held as deemed necessary.

III. CONTENT.

The committee may change format as they see necessary. The MZF participants will need to approve any other content not listed here

  1. Purpose statement and guidelines of the MZF
  2. Participating MZF Regional names and contact information
  3. MZF minutes without the contact lists and treasurer’s reports.
  4. Function List/ or Link to Calendar of events from around the MZF
    1. Updated after every MZF meeting.
    2. When available: MZF meetings, and participating Regional meeting.
    3. Changes will only be accepted from Regional delegates or the MZF.
  5. Hot Links
    1. NAWS, Area, and Regional websites within the participating regions of the MZF.
  6. Contacts
    1. Regional delegates may have their contact information presented on the page. This may include regional trusted servant and subcommittee info. Approval must be received from individual member whose info will be posted.
  7. Summary of Events / Discussions of MZF
    1. Updated yearly.

ARTICLE EIGHT - SERVICE PROFILE GUIDELINES (Addendum A):

8.01 a.) Any member of Narcotics Anonymous within the member Regions of the MZF may submit a service profile.

b.) At least one reference must be a member of the MZF at the time of submittal.

c.) The trusted servants of the MZF will be responsible for checking the references at the time of submittal.

d.)The secretary of the MZF will be responsible for maintaining the profile records.

The records will include the profile, the notes from the reference checks, and a brief synopsis of the candidate’s qualifications by at least 2 of the current MZF trusted servants.

e.) Any group, Area, or Region of the MZF may request suggestions for potential service commitments from the MZF. The secretary will pull all potential candidates and provide their name, number, e-mail and the synopsis to the requesting service body.

g.) Update and/or purge resume every 5 years.

Financial Procedures for Midwest Zonal Forum (MZF)

FINANCIAL ARTICLE ONE - PURPOSE

This set of guidelines shall serve as instructions for the maintenance and dispersal of MZF funds and financial records.

FINANCIAL ARTICLE TWO - CONTENT

These guidelines shall set forth the procedures for documentation of all expenses and revenues and to provide the framework for a complete and accurate record of MZF finances.

FINANCIAL ARTICLE FOUR - REVENUES

F4.01 All revenues received shall be recorded in the current receipt book for the MZF.

F4.02 A copy of each receipt(s) shall be returned to the addict, group, area, subcommittee or other entity that donated or generated the money.

F4.03 Receipts for revenue received between MZF meetings will be returned to the respective addict, group, area, subcommittee or other entity that donated or generated the money at the next MZF meeting.An electronic receipt will be sent upon request.

F4.04 Copies of the receipt(s) shall be returned to the MZF Co-Facilitator and Secretary for all such revenues that come from the body as a whole, such as 7th Tradition or interest earned.

FINANCIAL ARTICLE FIVE - EXPENDITURES

F5.01 General Expenditures

The treasurer (or other signature) can only expend money for approved expenditures. However, there are several types of expenditures that are pre-approved not requiring waiting until the next forum. If the expenditure does not fit the definitions (below) of regular, interim or budgeted, then it is a general expenditure that requires approval at the forum before the expenditure can be made. An expense voucher must be completed for all expenditures and copies of the bill to be paid or the receipts of the payment attached.

F5.02 Regular Expenditures

Regular expenditures are paid by the treasurer in a timely manor and do not require additional approval. The list of regular expenditures are pre-approved by the MZF and generally include any bills such as bank charges, postage, copies, rent, etc. unless the size of the bill exceeds any caps defined by the MZF. This approved regular expenditure list should be maintained by the treasurer and archived by the secretary.

F5.03 Interim Expenditures

Interim expenditures are those that occur between forums that must be paid before the next forum and are not already approved regular or budgeted expenditures. In order to receive approval to pay these expenses (or obligating these expenses), a consensus must be reached of at lease 3 of the forum officers (co facilitators, treasurer, secretary and web contact) and a report of these expenditures must be made at the next MZF meeting (and included in the minutes).

F5.04 Budgeted Expenditures

A budget may be approved by the MZF for an upcoming event where each predicted expense is itemized in the budget with the selected vendor (if appropriate), the estimated amount and the maximum amount approved. Before the MZF approves a budget, it should be accompanied by any bids or estimates of expenditures by the vendors (if possible) and the treasurer should verify its feasibility. When such a budget is approved, the treasurer is authorized to make expenditures to the approved vendors up to the maximum amount without requiring additional approval. A full report must be prepared at the next scheduled MZF meeting showing actual expenditures compared to budgeted amounts.

Approved Budgeted Expenditures For:
Type Vendor Estimated Amount Maximum Amount
       
       
Total Budgeted Amounts:    

F5.05 Advances

Advances are made to forum members for anticipated expenses where it is not practical for the forum to be billed or to write a check directly. The treasurer is only authorized to advance money for approved expenditures (meeting the above defined requirements). A voucher is opened when the advance is made, stating the advanced amount, and the receiver of the advanced money must sign it. After the expense, the voucher is completed itemizing all expenses and all receipts must be attached. The payee must return any unused advanced money.

F5.06 Reimbursements

The treasurer can reimburse members for any authorized expenditure when the member returns copies of receipts and copies of any bank or credit card statements showing that the payment was made. An expense voucher is made for the reimbursement and signed by the recipient and all statements and receipts are attached.

FINANCIAL ARTICLE SIX - CASH MANAGEMENT

F6.01 Expenses will be paid on a “cash available” basis. No expenditures will be made unless there is sufficient money available to pay for them.

F6.02 MZF expenditures shall be dispersed at the MZF meeting in accordance with the following list of priorities:

  1. Outstanding bills per previous MZF motions.
  2. Reimburse expenditures of Trusted Servants.
  3. Replenish reserves
  4. Disburse funds as per present MZF motions.

FINANCIAL ARTICLE SEVEN - RESERVES AND ALLOWANCES

F7.01 Individual reserves shall be established for the purpose of costs incurred by the Trusted Servant (i.e. copies, phone calls, mileage) during each period between MZF meetings. (These figures may be adjusted if necessary).

F7.02 Expenses in excess of these funds, or requests for funds by other individuals directed to, or required to travel, will be reimbursed after a motion to reimburse the expense is brought by the individual, or a designated party, to the MZF for approval.

F7.03 The reserves are as follows: as of 10/2017

Co-facilitators reserve
$370.00
$100.00 lodging, $60.00 meals, $50 workshop expenses

Secretary reserve
$210.00
$100.00 lodging, $60.00 meals, $50 copies

Treasurer reserve
$160.00
$100.00 lodging, $60.00 meals

Web Contact
$160.00
$100.00 lodging, $60.00 meals

MZF Representative
$160.00
$100.00 lodging, $60.00 meals

Meeting room
$400.00
Up to $400.00 for expenses

Total
$1460
Lodging, meals, meeting room

F7.04 The Treasurer shall be able to disburse funds up to $400 to cover the meeting room expenses at the MZF meeting without a procedural vote.

F7.05 The Treasurer shall be able to disburse funds for MZF trusted servants as requested (Co Facilitators, Treasurer, Web Contact, Secretary, and MZF Representative) for travel to meetings of the MZF without a procedural vote for the expenses in the following amounts:

  1. Travel: Restricted to the mode of transportation that is cost effective and time efficient. Trusted Servants will be reimbursed upon presentment of receipts for gas and tolls or airline tickets.
  2. Lodging: The amount necessary to provide the lodging at the Hosting Regions recommended hotel. $50.00 per night maximum.

Only MZF trusted servants would occupy the rooms paid for by the MZF. Any others would require unanimous consent of the aforementioned MZF Trusted Servants.

c. Meals: Meal allowances $30 a day maximum.

FINANCIAL ARTICLE EIGHT - REPORTING

F8.01 An ongoing bank account register will be maintained and reconciled to each month’s bank statement. The previous two years will be provided to the secretary to include with the minutes and the entire register is available on request.

F8.02 Interim Expenditures Report

Any interim expenditure must be reported at the next forum meeting, and a full accounting is available (all vouchers and receipts).

F8.03 Income/Expense and Balance Report

An ongoing quarterly fund flow report will be maintained and reconciled to the bank account register. The previous two years will be provided to the secretary to include with the minutes and the entire historical report is available on request.