ARSC Meeting participation and positions

Participation

The Australian Regional Service Committee (ARSC) is made up of:

Regional Committee Members (RCMs)

Alternate RCMs

Subcommittee Chairs

Subcommittee Vice Chairs

Fellowship Service Office (FSO) Chair/Delegate

Sydney Metro Service Chair

ARSC Chair

ARSC Vice Chair

Secretary

Assistant Secretary

Treasurer

Assistant Treasurer

Regional Delegate (RD)

Alternate Delegate (AD)

There are 2 primary requirements for ARSC membership:

1. There is a two-year minimum clean time for ARSC participation.  Nominees for positions must meet the clean time requirement as per policy description for the position,
2. ARSC participants and nominees must reside within the Australian Commonwealth and its States and Territories.

Any NA member may attend the ARSC in the capacity of an observer but only ARSC participants may address the meeting and engage in discussion.

Where virtual ARSC Meetings are held on Zoom, observers are asked to mark their name with ‘Observer’. This makes it easier to observe attendance and the presence of voting members.

The ARSC Chair may invite a non-ARSC participant to address the meeting or engage in a specific discussion where they believe that the non-ARSC participant may provide expertise that will assist the ARSC in consideration of that discussion or matter. Such inclusion would be subject to normal procedural challenge.

Only ARSC participants with the exception of the Chair can table proposals. Only voting participants can second proposals.

Voting participants may include RCMs only (for elections) or all ARSC members. This is specified before voting begins on any matter.

Voting rights for election purposes

Only RCMs, or Alt RCMs in their absence, vote in elections.

The Chair votes in the case of a tie.

ARSC Office bearer titles, roles, and responsibilities

Regional Delegate (RD)

• has a minimum of 6 years clean time
• may serve for only 1 cycle (2 years) following a cycle as the Alternate Delegate (AD)
• primarily responsible for communication between NA World Services (NAWS) and the Australian region
• acts as a World Service information resource to the region especially in relation to the World Service Conference (WSC) agenda
• is a World Service participant during their term and participates in Conference Participant activities such as webinars
• prepares an Australian Region report for the WSC and submits this before the WSC report deadline
• attends the WSC, including the Delegate sharing day held the day before the formal commencement of the WSC
• has the authority to change the Australian Region’s vote at the WSC upon receipt of new information
• submits a comprehensive report about the WSC to the ARSC Meeting following the WSC
• liaises with ARSC Subcommittees about relevant matters arising at the WSC
• delivers the Conference Agenda Report (CAR) workshop to the ARSC and assists as many RCMs as possible in presentation to their Areas if requested
• prepares any CAR motions directed for submission by the ARSC and works with the assigned World Board member to ensure these meet all the CAR deadlines
• receives receipts from NAWS when Australia fund flows. Ensures these receipts are forwarded promptly to the ARSC Treasurer
• works with the AD to ensure regular participation in NAWS webinars
• attends the annual meeting of the Asia Pacific Forum (APF)
• is responsible for communication between the ARSC and the APF
• engages in APF business with the interests of both the APF and Australian region in mind
• is expected to join an APF Subcommittee or workgroup
• submits a comprehensive report about the APF to the ARSC Meeting following the APF
• receives receipts from the APF when Australia fund flows. Ensures these are forwarded promptly to the ARSC Treasurer
• handles requests and enquiries from Areas except for those clearly covered by Subcommittee Chairs or other ARSC office bearers
• is a member of the ARSC Administration Committee
• attends as many Area Service Committee (ASC) meetings and general NA functions as possible
• makes a report to each ARSC Meeting
• is designated to authorise electronic funds transfer from ARSC bank accounts
• when travelling abroad, comprehensive travel insurance specific to the destination is required, before departure. Delegates unable to secure comprehensive travel insurance specific to the destination are not to travel on the ARSC’s behalf
• this position is funded for attendance at face-to-face ARSC Meetings (See also Travel policy and procedures)

Alternate Delegate (AD)

• has a minimum of 4 years clean time and has served at least 1 of the previous 3 years as an ARSC participant
• under guidance of the Regional Delegate (RD), the AD becomes familiar with and shares the duties and responsibilities of the RD position
• may only serve one cycle (2 years). The AD is expected to become the RD at the end of their term
• receives and reviews ARSC Meeting minutes
• receives and reviews all Area minutes
• handles requests made by or on behalf of the RD
• is a member of the ARSC Administration Committee
• attends monthly ARSC Admin meetings
• may act as RD if the RD position becomes prematurely vacant
• attends the World Service Conference (WSC), including the Delegate sharing day held the day before the formal commencement of the WSC
• submits a comprehensive report on the WSC to the next ARSC Meeting following the WSC
• is a World Service participant during their term and participates in Conference Participant activities such as webinars
• assists the RD to deliver the Conference Agenda Report (CAR) workshop to the ARSC and assists as many RCMs as possible in presentation to their Areas if requested
• works with the RD to ensure regular participation in NA World Services (NAWS) webinars
• attends the annual meeting of the Asia Pacific Forum (APF)
• submits a comprehensive report about the APF meeting to the ARSC Meeting following the APF
• makes a report to each ARSC Meeting
• is able to travel overseas, i.e. can obtain any visas and comprehensive travel insurance specific to destination
• when travelling abroad, comprehensive travel insurance specific to the destination is required, before departure. Delegates unable to secure comprehensive travel insurance specific to the destination are not to travel on the ARSC’s behalf
• this position is funded for attendance at face-to-face ARSC Meetings (See also Travel policy and procedures)

ARSC Chair

• has a minimum of 3 years clean time
• chairs the Australian Regional Service Committee (ARSC) Meetings
• is a member of the ARSC Administration Committee and RSBoA Management Committee (membership criteria applies that the member is not a disqualified person)
• the ARSC Chair has the job of ruling on all matters of procedure, including such decisions as informing speakers that they are not speaking on the subject of the proposal, and refusing proposals where they are inappropriate. This authority is only for procedural matters; the Chair should be impartial in the debate, and generally does not speak for or against proposals
• oversees preparation and distribution of the ARSC agenda at least one week prior to the ARSC Meeting in conjunction with the Secretary
• acts as an information resource to the Australian region
• co-reviews the ARSC minutes before their distribution
• ensures that policy and procedures enacted by the ARSC are documented, made available to, and followed by the ARSC
• is a signatory to the ARSC/RSBoA bank accounts and is designated to authorise electronic funds transfer
• chairs the monthly ARSC Administration Committee meetings
• attends Fellowship Service Office (FSO) Management Committee meetings
• this position is funded for attendance at face-to-face ARSC Meetings (See also Travel policy and procedures)

ARSC Vice Chair

• has a minimum of 2 years clean time
• is available to support the ARSC Chair in any and all matters pertaining
• is a member of the ARSC Administration Committee and RSBoA Management Committee (membership criteria applies that the member is not a disqualified person)
• acts as ARSC Chair when the Chair is unavailable or has stepped down
• reports to each ARSC Meeting
• assists in the Chairing of ARSC Meetings as required (by the ARSC Chair)
• may be designated as a signatory and/or to authorise electronic funds transfer from ARSC/RSBoA bank accounts
• co-reviews with ARSC Admin the ARSC minutes before their distribution
• attends the Fellowship Service Office (FSO) Management Committee meetings if the ARSC Chair is unavailable
• supports the RD in the case of there being no AD
• assumes responsibilities for all Public Relations (PR) points of communication (email correspondence from the NA website) in the absence of the PR Chair or PR Vice Chair
• coordinates regional Subcommittees including the administration of a Subcommittee where both Subcommittee Chair and Vice Chair positions are vacant
• this position is funded for attendance at face-to-face ARSC Meetings (See also Travel policy and procedures)

Secretary

• has a minimum of 2 years clean time
• takes minutes of the ARSC Meeting
• collates ARSC Meeting minutes, stores them electronically, and distributes them by email to all ARSC participants
• is the point of communication for the ARSC; distributes all communication to the body of the ARSC
• is a member of the ARSC Administration Committee
• attends monthly ARSC Admin meetings
• is designated to authorise electronic funds transfer from ARSC/RSBoA bank accounts
• completes Admin meeting agenda and notes (if there is no Assistant Secretary)
• this position is funded for attendance at face-to-face ARSC Meetings (See also Travel policy and procedures)

Assistant Secretary

• has a minimum of 2 years clean time
• assists the Secretary with all Secretarial duties and responsibilities
• is a member of the ARSC Administration Committee
• attends monthly ARSC Admin meetings
• sets agenda and takes minutes of monthly ARSC Admin meetings
• this position is funded for attendance at face-to-face ARSC Meetings (See also Travel policy and procedures)

Treasurer

• has a minimum of 5 years clean time
• is a member of the ARSC Administration Committee and the Regional Service Body of Australia (RSBoA) Management Committee (RSBoA membership criteria applies, that the member is not a disqualified person)
• attends ARSC Admin Committee meetings monthly and provides an up-to-date financial report of the opening bank balance, income, expenditure, and closing balance to the meeting
• is responsible for the maintenance of running of the ARSC/RSBoA bank accounts
• is a signatory to the ARSC/RSBoA bank accounts
• ensures ARSC/RSBoA funds are to be used for approved ARSC/RSBoA business only
• is responsible to ensure ARSC/RSBoA bank accounts contain only authorised users, approvers, Security+ users in NABConnect, and signatories, i.e. monitoring all access to bank accounts
• maintains accurate financial records of the ARSC/RSBoA, including income and expenditure, using an electronic record-keeping system (Excel at a minimum) ensuring that hard copy records are also maintained for annual audit purposes
• is responsible for maintaining the liquidity of the ARSC/RSBoA, ensuring that at all times there are sufficient funds available to pay expenses as and when they fall due
• is responsible for payment of running costs of the ARSC/RSBoA, including fund flow to NAWS and the APF
• is responsible for annual renewal of the Association Liability Insurance and Public Liability Insurance policies. Every five years seeks three new quotations each for both insurance types.
• is responsible for receipt of all contributions
• is responsible for following up of any monies due to the ARSC, including from service boards or committees
• brings to each ARSC Meeting all Treasury documents including bank statements and reconciliation reports, and provides copies to the Assistant Treasurer before the ARSC Meeting
• prepares a financial report for each ARSC Meeting and sends it to the ARSC Secretary for distribution prior to the ARSC Meeting. This includes a summary of fund flow by Areas and budgets to actuals
• presents an annual report to the ARSC at the June ARSC Meeting
• as soon as possible following the June 30 end of financial year, prepares an Annual Financial Report containing a summary of monthly opening balances, income, and expenditure and those for the 12-month period
• following review by ARSC Admin, uploads the Annual Financial Report to the NA website and to the Australian Charities and Not-for-profit Commission (ACNC) website (with the assistance of the RSBoA Public Officer)
• presents the Annual Financial Report to the ARSC/RSBoA at the September Annual General Meeting (AGM). This is normally held during the September ARSC Meeting
• works with ARSC Admin and Subcommittee Chairs to prepare a 2-year projected budget following the June ARSC Meeting, including a suggested prudent reserve, for forward planning. The current prudent reserve is reviewed in light of upcoming annual income and expenditure. The draft budget for the 2-year cycle starts in June of that year and ends in May 2 years later. This draft is submitted for approval at the September ARSC Meeting
• at a minimum the prudent reserve should cover 3 months of ARSC/RSBoA expenses (covers one ARSC Meeting)
• assists with internal audit if requested by the ARSC or ARSC Admin Committee
• works with the RSBoA Public Officer to lodge an Annual Information Statement (AIS) with the Australian Charities and Not-for-profit Commission (ACNC) after June 30 of each year. This is done within the six months following June 30
• confirms the appointment of the Auditor at the end of each financial year (June 30) and provides all hard copy financial documents to the Auditor (income and expenditure receipts)
• presents the Audit Report to the ARSC/RSBoA once it is completed
• this position is funded for attendance at face-to-face ARSC Meetings (See also Travel policy and procedures)

Assistant Treasurer

• has a minimum of 5 years clean time
• works closely with the ARSC Treasurer and assists the Treasurer both at the ARSC and between meetings of the ARSC
• is a member of the ARSC Administration Committee and RSBoA Management Committee (RSBoA membership criteria applies that the member is not a disqualified person)
• is provided with a copy of all Treasury reports including bank statements prior to each ARSC Meeting
• assists in the preparation of the 2-year projected budget including the suggested prudent reserve (as per Treasurer’s role description)
• in the absence of the Treasurer fulfils the duties of the Treasurer
• this position is funded for attendance at face-to-face ARSC Meetings (See also Travel policy and procedures)

Regional Subcommittee Chairs (see also each Subcommittee’s guidelines)

• have a minimum of 3 years clean time
• serve a 2 year cycle. Positions fall vacant at the June ARSC Meeting of the non-WSC year (odd years e.g. 2019, 2021)
• are funded to attend ARSC Meetings, where in-person meetings are held (See also Travel policy and procedures)
• are ARSC participants and cast a vote on matters for which all ARSC participants vote
• are expected to attend ARSC meetings, or arrange for their Vice Chair to attend if absent
• are expected to prepare a handover document for the incoming Chair prior to leaving the position. The handover document includes all ongoing matters, policy, and procedures pertaining to the operation of the Subcommittee

Regional Subcommittee Vice Chair (see also each Subcommittee’s guidelines)

• serve a 2 year cycle. Positions fall vacant at the June ARSC Meeting of the non-WSC year (odd years e.g. 2019, 2021)
• are not normally funded to attend the ARSC Meeting, where the meeting is held in person, unless they are asked to attend in place of their Subcommittee Chair
• are considered ARSC participants
• are asked to make themselves available to attend ARSC Meetings should their Subcommittee Chair be unavailable to attend
• are able to attend virtual ARSC Meetings on Zoom