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May 1-2, 2010

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May 1-2, 2010

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    1. May 1-2, 2010 1 VOLUNTEER REGION INVENTORY May 1 & 2, 2010

    2. May 1-2, 2010 2 RESPECT THE PROCESS!

    3. May 1-2, 2010 3 INVENTORY AGENDA Saturday Morning 9:00AM to 12:00 Noon The NA planning process Brief overview of Volunteer Region Review areas of concern Saturday Lunch 12:00 to 1:00PM Prioritize areas of concern Brainstorm and prioritize solutions Large group discussion of answers & solutions Sunday 9:00AM to 1:00PM Small groups to plan actions to implement the solutions: the “who”, the “what” and the “when Action plan follow-up Wrap up

    4. May 1-2, 2010 4 VOLUNTEERS, PLEASE Spiritual time keeper Readers Small group discussion leaders Small group note takers

    5. May 1-2, 2010 5

    6. May 1-2, 2010 6 VOLUNTEER REGION

    7. May 1-2, 2010 7 STRENGTHS LISTED IN INVENTORY & QUESTIONNAIRE Can you add more strengths to the list? Can you add more strengths to the list?

    8. May 1-2, 2010 8 WHY PLAN? If there is no planning, often a service body will move forward in a status quo fashion – staying stuck on “this is the way we have always done it”. Regional planning makes it possible for areas work together effectively. Planning helps us better carry the message to the addict who still suffers.

    9. May 1-2, 2010 9 WHO PLANS All regional trusted servants Any Volunteer Region Addict member

    10. May 1-2, 2010 10 SIX BASIC PLANNING STEPS Identify and prioritize issues Brainstorm and prioritize solutions Develop an action plan for these solutions – the “who”, the “what”, the “when” & “how” Maintain the plan Newly elected administrative committee reviews the plan at the beginning of their term Return to the planning cycle

    11. May 1-2, 2010 11

    12. May 1-2, 2010 12 LISTING THE ISSUES Some regions list demographics & their region’s NA history Issues arising out of the regional meeting itself. Issues discussed in prior inventory Issues mentioned in questionnaire History and demographics might help explain some issues that arise. I haven’t been in TN long enough to give important history and statistics. Does anyone have any Information about this? Explain how one issue can underlie and actually create many other issues. Upcoming explanation. History and demographics might help explain some issues that arise. I haven’t been in TN long enough to give important history and statistics. Does anyone have any Information about this? Explain how one issue can underlie and actually create many other issues. Upcoming explanation.

    13. May 1-2, 2010 13 ISSUES MENTIONED IN REGIONAL MEETINGS Lack of participation in subcommittees Lack of trusted servants The same people always doing service Lack of agreement on fund flow Possibly region is not performing the services the areas wish

    14. May 1-2, 2010 14 ISSUES MENTIONED IN PRIOR INVENTORY & QUESTIONNAIRE No understanding of Region’s purpose & basic tasks Basic disagreement regarding what the region’s focus, mission & tasks should be. Basic disagreement regarding use of funds Communication between Region and Areas Lack of clarity in regional reports Apathy in service Lack of understanding of the relationship between Region and World. Lack of unity between service structures. Providing services that areas could do themselves Lack of attendance for regional events

    15. May 1-2, 2010 15 SUMMERIZED BY 5 LARGE TOPICS Unity Communication Fund Flow/Use resources Regions purpose & basic tasks Consensus

    16. May 1-2, 2010 16 COMMNICATION SOLUTIONS MENTIONED IN PRIOR INVENTORY Regional Newsletter--Acknowledging accomplishments and challenges Regional Assemblies Sponsorship, mentorship, learning days. workshops Continuity in service RCM Orientations & Education of trusted servants. Commitment & Vigilance in service Internet & Website Increase visibility of region to area committees. Ensure a working policy/procedure for regional subcommittees Increase communication & networking within the region on a regular basis as opposed to every other month.

    17. May 1-2, 2010 17 FUND FLOW SOLUTIONS MENTIONED PRIOR INVENTORY & REGIONAL MEETINGS Change to quarterly regional meetings Achieve consensus on how money should be handled. Requires discussions Insure complete reporting of committee business & experience to pass on to incoming servants. Workshop/ learning days to inform members about use of funds at Regional level, fund flow charts, Guide to local service as educational tools. Insure working sub-committees with reviewable guidelines Budget regional money better. Have region help to give a learning day on fund flow

    18. May 1-2, 2010 18 UNITY SOLUTIONS MENTIONED IN PRIOR INVENTORY & REGIONAL MEETINGS Regional service members should attend area meetings. Surrender to group conscience. Make sure you are carrying a valid group conscience. Encourage a positive attitude in service. Practice principles before personalities in service. Be polite and kind to each other! Taking time for a moment of silence during heated discussions. Provide snacks & find ways to make meetings more pleasant. Elect servants we trust & trust the servants we elect. Consider the effects of our polices and actions on areas, other regions Our guidelines are killing us - every one has their own agenda. Turn to the literature Stop complaining about past mistakes/errors, it has already been done. Be inclusive and available to everyone in the fellowship. We will return to this list later.We will return to this list later.

    19. May 1-2, 2010 19 VOLUNTEER REGIONAL COMMITTEE PURPOSE Is to be supportive to an N.A. region and its primary purpose by associating with areas within the region and helping deal with its situations and needs.

    20. May 1-2, 2010 20 VOLUNTEER REGION 3 BASIC FUNCTIONS The primary function of the regional committee is to unify the areas within its region, and to provide help and support to individual areas. The secondary function of the VRSC is to carry the message of recovery through its various subcommittees. The third function of the VRSC is to contribute to the growth of, and enhance the quality of Narcotics Anonymous as a whole, by helping support the Volunteer Region.

    21. May 1-2, 2010 21 SMALL GROUP DISCUSSIONS Break up into small groups , discuss & report back to the larger group. One side of the room to talk about why our members do not know the regional mission. The other side of the room to discuss why there is a lack of consensus in our region.

    22. May 1-2, 2010 22 PRIORITIZING REASONS Take a second look at your answers to the ‘why’ question. This process is deliberate and decisive…members simply rank the approaches using a number ordering system of 1, 2, and 3. Select your top 3 reasons for planning solutions

    23. May 1-2, 2010 23 SMALL GROUP DISCUSSIONS Break up into the same groups as before. Your task will be to brainstorm solutions to your top 3 answers. One side of the room to address the regional mission. The other side of the room to review and brainstorm solutions to our lack of consensus.

    24. May 1-2, 2010 24 UNITY SOLUTIONS MENTIONED IN PRIOR INVENTORY & REGIONAL MEETINGS Regional service members should attend area meetings. Surrender to group conscience. Make sure you are carrying a valid group conscience. Encourage a positive attitude in service. Practice principles before personalities in service. Be polite and kind to each other! Taking time for a moment of silence during heated discussions. Provide snacks & find ways to make meetings more pleasant. Elect servants we trust & trust the servants we elect. Consider the effects of our polices and actions on areas, other regions Our guidelines are killing us - every one has their own agenda. Turn to the literature Stop complaining about past mistakes/errors, it has already been done. Be inclusive and available to everyone in the fellowship. These are solutions offered for the broad concept of unity developed in our last regional inventory. Unity is very similar to cohesion and some of these solutions might fit what you have discovered so far. These are solutions offered for the broad concept of unity developed in our last regional inventory. Unity is very similar to cohesion and some of these solutions might fit what you have discovered so far.

    25. May 1-2, 2010 25 PRIORITIZING SOLUTIONS Take a second look. This process is deliberate and decisive…members simply rank the approaches using a number ordering system of 1, 2, and 3. Select your top 3 solutions to use making an action plan.

    26. May 1-2, 2010 26 SMALL GROUP DISCUSSIONS Break up into the small groups as before. Your task will be to get more specific about your solutions in order to turn a solution into an action plan.

    27. May 1-2, 2010 27 REGIONAL PLANNING MISTAKES “There were many things brought up during the Inventory and a lot has been accomplished. We agreed, if we, as a Region, do not take action steps in what was brought up at the Inventory, then very little will change!” (Quoted from prior inventory report.)  I listed the issues as mentioned at the regional meeting BEFORE I read the old inventory minutes. Very little has changed and most action steps were not done with the exception of the learning days. I listed the issues as mentioned at the regional meeting BEFORE I read the old inventory minutes. Very little has changed and most action steps were not done with the exception of the learning days.

    28. May 1-2, 2010 28 CONSENSUS & LACK OF KNOWLEDGE OF REGIONAL PURPOSE AND BASIC TASKS List reasons for the lack of regional consensus and knowledge of regional purpose & basic tasks: 2. Our behavior does not match the regional purpose 3. Not being talked about at home groups, areas & region 1. People are only concerned with what directly affects them—[nothing we can do about other people, just acceptance & prayer]. 5. Were written so long ago, they might not apply today. 4. Guidelines are overwhelming & written in language that is too complicated. Action for # 4: Might need to re-write guidelines including purpose & functioning Now go back & number them in order of most likely to be effective.

    29. May 1-2, 2010 29 SOLUTIONS/ACTIONS 1:OUR BEHAVIOR DOES NOT MATCH THE REGIONAL PURPOSE List actions that we could take that would help the situation; 1 Lead by example 2 Need specifics about proper behavior—ground rules; could be included in the revised guidelines & then rules need to be told & very clear & positive 4 When it becomes personal, Chair -STOP 4 Anyone can call for “a point of order”. 3 We need to remember who we really represent 5 RCM’s need to have indiv copies of guidelines. Now go back & number them in order of most likely to be effective.

    30. May 1-2, 2010 30 SOLUTIONS/ACTIONS 2: PURPOSE & BASIC TASKS NOT BEING TALKED ABOUT AT HOME GROUPS, AREAS & REGION List actions that we could take that would help the situation 1 Inspire RCM’s & all region trusted servants to communicate the purpose & basic tasks in their reports espec. when it fits what is being discussed. 6 Do something about the history of our region…like a regional purpose themed celebration. A party & a celebration of the region’s anniversary. could find out dates from world…like when it was registered. 5 Can create a regional service pamphlet 4 Make service attractive to others with a positive attitude. 2 RCM’s can go back to area & ask area to brainstorm their answers to this question. 3 Do a regional workshop at VRC on purpose & tasks of region. Now go back & number them in order of most likely to be effective.

    31. May 1-2, 2010 31 SOLUTIONS/ACTIONS 3: GUIDELINES ARE OVERWHELMING & WRITTEN IN LANGUAGE THAT IS TOO COMPLICATED List actions that we could take that would help the situation; 1 Re-write guidelines including purpose & functioning. 4 Create cliff notes of guidelines &/or commonly asked questions 5 Could introduce to regional committee during meeting Invite & encourage people to attend the policy & procedure meeting. 3 Model the behavior of asking questions so that others would feel comfortable also asking questions. Could even use the administrative committee meeting make a list of questions to ask. 2 When people ask questions they should be treated with the utmost respect. Ask a question if you think others in the room need to hear the answer. Now go back & number them in order of most likely to be effective.

    32. May 1-2, 2010 32 Identify The “what” (tasks) The “who” (Trusted servants who are responsible for completing the tasks) The “when” (Time frames for accomplishing these tasks) The “how” (What human & financial resources are needed?) Are the proposed actions reasonable? TAKING ACTION: MAKE A PLAN

    33. May 1-2, 2010 33 ACTION PLAN 1A: OUR BEHAVIOR DOES NOT MATCH THE REGIONAL PURPOSE—LEAD BY EXAMPLE The “what” (tasks)--[Speak only when recognized by the chair] The “who” does this (Trusted servants who are responsible for completing the tasks)—All people participating at region. “Who” initiates this behavior change? [chair announces this at the beginning of the June meeting & stops anyone who interrupts] “Who” evaluates the behavior? [Vice Chair creates a questionnaire to hand out after 2 months August, ask all regional participants and compiles report to give during vice chair’s report.] The “when” (Time frames for accomplishing these tasks) [Immediately-at the start of the next regional meeting & the one after that and at every meeting thereafter]. The “how” (What human & financial resources are needed?) [Chair, Vice Chair, and group as a whole, paper for printing questionnaire, Vice Chair needs time to write a questionnaire.] Are the proposed actions reasonable? Yes

    34. May 1-2, 2010 34 ACTION PLAN 1B: OUR BEHAVIOR DOES NOT MATCH THE REGIONAL PURPOSE--2 NEED SPECIFICS ABOUT PROPER BEHAVIOR—GROUND RULES; COULD BE INCLUDED IN THE REVISED GUIDELINES & THEN RULES NEED TO BE TOLD & VERY CLEAR & POSITIVE [RULES OF DECORUM] Identify The “what” (tasks) Go thru the guidelines & pull out any rules [call it current rules of decorum as stated in our guidelines]. The “who” (Trusted servants who are responsible for completing the tasks) Policy & procedure chair. Becky, Lucy, Holly & Jeremy, Joey will see that final version is printed. Hold a preparation meeting if needed Meet to finalize 1st stage at P&P meeting. The “when” (Time frames for accomplishing these tasks) Search of guidelines due by June P&P meeting Report to June Regional Meeting Make new timeline if needed after that. The “how” (What human & financial resources are needed?) people listed above, Are the proposed actions reasonable? Yes

    35. May 1-2, 2010 35 ACTION PLAN 1C: OUR BEHAVIOR DOES NOT MATCH THE REGIONAL PURPOSE--WE NEED TO REMEMBER WHO WE REALLY REPRESENT Identify The “what” (tasks) The “who” (Trusted servants who are responsible for completing the tasks) The “when” (Time frames for accomplishing these tasks) The “how” (What human & financial resources are needed?) Are the proposed actions reasonable?

    36. May 1-2, 2010 36 ACTION PLAN 2 A: PURPOSE & BASIC TASKS NOT BEING TALKED ABOUT AT HOME GROUPS, AREAS & REGION—FIND OUT WHAT’S WRONG. Identify The “what” (tasks)- Create a survey to be given to RCM’s one question at a time. Ask RCM’s to ask their areas & ask their GSR’s to ask their home groups & bring back to region. Open the online message board and put the question up each time. The “who” (Trusted servants who are responsible for completing the tasks) Create Survey-, Becky presents question. & single point of accountability. The “when” (Time frames for accomplishing these tasks): Create survey right now [to follow] Present 1st question to region in June. The “how” (What human & financial resources are needed?) Becky to present 1st question to region. Hold a follow up to the inventory action plan. Laura to plan an inventory follow up in six months. Are the proposed actions reasonable? yes

    37. May 1-2, 2010 37 ACTION PLAN 2 A: PURPOSE & BASIC TASKS NOT BEING TALKED ABOUT AT HOME GROUPS, AREAS & REGION—FIND OUT WHAT’S WRONG. QUESTIONNAIRE TO USE Is regional service distasteful? Why or why not? What do you think the purpose of region is? Tell them. Do you feel that the region is serving its purpose? Do you think we should eliminate the regional subcommittees? Why or why not?

    38. May 1-2, 2010 38 Identify The “what” (tasks) The “who” (Trusted servants who are responsible for completing the tasks) The “when” (Time frames for accomplishing these tasks) The “how” (What human & financial resources are needed?) Are the proposed actions reasonable?

    39. May 1-2, 2010 39 ACTION PLAN 2C: PURPOSE & BASIC TASKS NOT BEING TALKED ABOUT AT HOME GROUPS, AREAS & REGION-: DO A REGIONAL WORKSHOP AT VRC ON PURPOSE & TASKS OF REGION. Identify The “what” (tasks) The “who” (Trusted servants who are responsible for completing the tasks) The “when” (Time frames for accomplishing these tasks) The “how” (What human & financial resources are needed?) Are the proposed actions reasonable?

    40. May 1-2, 2010 40 ACTION PLAN 3A: GUIDELINES ARE OVERWHELMING & WRITTEN IN LANGUAGE THAT IS TOO COMPLICATED-- RE-WRITE GUIDELINES INCLUDING PURPOSE & FUNCTIONING. Identify The “what” (tasks) The inventory task group will attend the guideline writing subcommittee meeting. The “who” (Trusted servants who are responsible for completing the tasks) Holly, Becky, Jeremy, Joey, Lucy, Allison, Laura, Melvin The “when” (Time frames for accomplishing these tasks); Regional Saturday. 12:30-1:30 PM The “how” (What human & financial resources are needed?) People, time from each subcommittee meeting. Are the proposed actions reasonable? Maybe-timing may need to be changed.

    41. May 1-2, 2010 41 ACTION PLAN 3B: GUIDELINES ARE OVERWHELMING & WRITTEN IN LANGUAGE THAT IS TOO COMPLICATED-- WHEN PEOPLE ASK QUESTIONS THEY SHOULD BE TREATED WITH THE UTMOST RESPECT. Identify The “what” (tasks) The “who” (Trusted servants who are responsible for completing the tasks) The “when” (Time frames for accomplishing these tasks) The “how” (What human & financial resources are needed?) Are the proposed actions reasonable?

    42. May 1-2, 2010 42 ACTION PLAN 3C: GUIDELINES ARE OVERWHELMING & WRITTEN IN LANGUAGE THAT IS TOO COMPLICATED--MODEL THE BEHAVIOR OF ASKING QUESTIONS SO THAT OTHERS WOULD FEEL COMFORTABLE ALSO ASKING QUESTIONS. COULD EVEN USE THE ADMINISTRATIVE COMMITTEE MEETING MAKE A LIST OF QUESTIONS TO ASK. Identify The “what” (tasks) The “who” (Trusted servants who are responsible for completing the tasks) The “when” (Time frames for accomplishing these tasks) The “how” (What human & financial resources are needed?) Are the proposed actions reasonable?

    43. May 1-2, 2010 43 IMPLEMENTING THE PLAN When the planning process is completed, it is approved by the region and put into action. We established task groups to initiate the actions. Reporting on our work when finished should be presented to the regional committee in the form of a report and motions to be voted upon. Laura to prepare report to give at next region. Not radical changes that need motions. Action Plans should be given to the responsible party (usually the regional subcommittees) for completion. Laura to prepare a chart to give to each person & task group that volunteered to implement the changes recommended.

    44. May 1-2, 2010 44 MAINTAINING THE PLAN Responsible parties should report their progress to the VRSC regularly. Once the inventory and planning process takes place, the regional administrative body MAY be given the task to ensure implementation of the action plan. Planning a review of our work in six months—open to all interested members. Many areas and regions forget this part.

    45. May 1-2, 2010 45 THE PLANNING CYCLE Regional inventory and planning should take place annually; but not start all over again. Future inventories should build upon the previous year’s inventory. A planning session that reviews the action plans should take place upon elections of the new RSC body. A regional inventory should be sent out to all groups prior to the regional planning meeting, or all members should be encouraged to attend the planning session.

    46. May 1-2, 2010 46 REVIEW OF THE INVENTORY Questions Comments Ideas Plans

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