NANASA LSB meeting minutes 27th October 2025

NA Northern Australia Service Board – Meeting Minutes (Public-Facing)

Date: Monday 27 October 2025

Time: 7:00 pm – 8:43 pm

Location: Microsoft Teams Facilitator: Dillon M. (Chairperson) Minute Taker: Dillon M. Attendees:

• Dillon M. – LSB Chairperson
• Meredith – Acting RCM
• Cameron W. – LSC Facilitator
• Joymaree – PR Chair
• Michael B. – Treasurer
• Lyn – Convention Chair

 

• Opening

The meeting commenced at 7:02 pm. Dillon opened by thanking members for attending:

“Let’s get straight into it tonight; we’ve got a lot to cover.”

The Service Prayer and Acknowledgement of Country were read in full. Dillon reminded members to maintain an atmosphere of recovery and speak respectfully throughout the meeting.

 

• Reports
  • Treasurer’s Report

Michael confirmed the Treasurer’s Report had been posted online and advised that combined funds were just under $30,000 across approximately 50 accounts. He noted:

“We haven’t really been in this position before … about 30 meeting accounts and 20 area or management accounts.”

The Board discussed large group balances and agreed the Treasurer would contact those treasurers to raise awareness about prudent reserves and fund-flow.

 

• Public Relations (PR)

Joymaree provided a detailed update on PR activities over the past month. She confirmed that the Melbourne PR Workshop had been postponed due to travel issues and scheduling constraints.

She explained the travel situation:

“The flight down is not refundable … the one coming back was credited. I’ve got twelve months to use it.”

Michael asked for clarification on costs and airlines, to which Joymaree replied:

“Jetstar for the first leg — that’s the $186 — and Qantas credited the return flight, $443.02, valid until the 5th of October 2026.”

The Board discussed how to manage reimbursements for the non-refundable portion of travel.

Michael said:

“If it was purely for NA business, we need to reimburse that deposit as well. Just flick me an email and I’ll organise the transfer.” Dillon confirmed:

“That sounds reasonable. We’ll process that refund once it’s received.” Joymaree also reported on recent PR activity:

• Regional website and contact directory have been reviewed for accuracy.
• The community presentation template (used for schools and treatment centres) has been updated with current branding and QR codes.
• PR email inquiries were moderate, mostly requests for meeting lists and outreach confirmations.
• NA presence at the Brisbane Recovery Month event in late September was well-received; materials from that event have now been restocked.

Outcome: Workshop postponed and new date to be advised. Treasurer to reimburse non-refundable travel expense. Updated community-presentation materials and contact listings actioned during the month.

 

2.3 Hospitals & Institutions (H&I) / Acting RCM Report

Meredith reported that H&I operations have remained stable and consistent over the past month despite the Coordinator vacancy.

“The workgroup is running well; things are ticking along. The wheels are still turning.” She confirmed that panels continue at Cairns Men’s Correctional, Townsville Rehab, and the Brisbane Women’s Centre, with roster coverage secured through December. Some members had relocated, but replacements were found quickly.

“We’ve had a few step up and take new rosters, which has really helped keep the continuity,” she said.

Dillon acknowledged the effort:

“It’s encouraging to see the service hold steady — shows the team’s commitment.” Meredith also outlined her upcoming RCM report to Region (due Friday):

• Updated list of active meetings and service positions across Northern Australia.
• Regional communication improvements and use of shared reporting templates.
• Suggestions for re-establishing the Fellowship Development (FD) role next cycle.

Outcome: H&I hub continues effective operation. Acting RCM report due Friday with inclusion of open positions and meeting data. Recruitment for the H&I Coordinator role to remain open through November.

 

2.4 Convention (Cairns)

Lyn provided a comprehensive update on Convention planning and actions taken during October.

“We’ve had one formal meeting this month. We’ve requested our GSF flag some money to purchase merchandise. The T-shirt design is finished, and feedback has been really positive.”

Completed actions this month:

• Merchandise: T-shirt artwork finalised and approved for production; quotes from two local suppliers reviewed.
• Finance: GSF allocation request submitted and endorsed to support merchandise pre-order.
• Raffle: Prize confirmed — two nights’ accommodation and two full-weekend passes; ticket design and pricing finalised; distribution plan underway.
• Venue coordination: Preliminary liaison with the hotel confirmed delegate capacity and room block.
• Promotion: Social-media event listing drafted and awaiting final artwork before posting.

Lyn noted:

“We’re leaning toward physical ticket sales for the raffle — it’s simpler to manage locally. The goal is to have sales up and running within two weeks.” Cameron commended the convention subcommittee:

“The energy around the event feels really strong — people are talking about it already.”

Outcome: All merchandising and raffle tasks on track. Fund allocation request lodged. Physical ticket sales to begin mid-November. Promotion rollout next on schedule.

 

• Old Business and Updates
  • Member Survey Results

The Chair revisited the pending follow-up on the membership survey. Cameron advised that contact with Gretel—who holds the original survey data—has not yet been successful.

Cameron: “I’ve rung her a couple of times and she hasn’t got back to me.”

The Chair noted the delay and emphasised the importance of completing the feedback distribution once access is restored.

Outcome: Cameron will continue to follow up with Gretel to obtain the survey data. Once received, results will be circulated to members through standard communication channels.

 

• H&I Coordinator – Temporary Role

The Board reviewed the ongoing temporary coverage of the H&I Coordinator position. Meredith reported that no new nominations have been received but confirmed that service operations remain stable.

Meredith: “I haven’t been able to get any traction.”

Dillon: “From what I’ve seen, it all seems to be running smoothly … the most important thing is that we’re out there and doing the job.”

It was noted that recent roster gaps created by member relocations have been successfully filled and that communication between panel leaders remains strong.

Outcome: Meredith and Dillon will continue managing H&I coordination on an interim basis until a permanent coordinator is appointed. The position remains open for nomination through November.

 

• Local Service Conference (LSC) and Planning
  • Overview

The Chair invited Cameron, the LSC Facilitator, to present updates regarding the Local Service Conference (LSC) and planning for future sessions. The discussion focused on low participation in current online formats, potential workshop topics, and a proposal for a face-to-face planning weekend in 2026.

 

• LSC Engagement and Format

LSC Facilitator Northern Australia: “Where I’m at with it is I am struggling to understand or find a way forward. I believe that the way forward is with a plan — that plan needs to be made with everybody, and that plan should be made at a face-to-face. The benefits of doing the plan is we sort out the financial problem because we can work through a budget.”

Chair Northern Australia: “Please continue.”

LSC Facilitator Northern Australia: “We’d be able to run workshops and have the ability to sit down face-to-face, which I don’t believe work online. I think what we’re seeing — the lack of attendance — is that people don’t want to do online stuff. They find it very difficult to understand and be a part of, or get excited about stuff online.”

The Facilitator explained that engagement had dropped significantly since the transition to online meetings. He noted that while regional bodies had adapted better, local members had not:

LSC Facilitator Northern Australia: “We’re talking to an audience that doesn’t understand the service structure at all… everything contradicts itself. The information on our website is either incorrect or completely wrong. Nobody reads that anyway.”

The Facilitator suggested that a clear planning process would restore structure and participation:

LSC Facilitator Northern Australia: “I think we need to do a face-to-face. It won’t happen this time. It’ll probably happen in February. I’m planning on putting in a request for funds to run a two-day weekend next year to begin that planning.”

 

4.3 November LSC Workshop

The Chair asked what type of workshop should be included in the November LSC.

Chair Northern Australia: “What could the workshop be around, Cameron?” LSC Facilitator Northern Australia: “We should finish off the workshop we did a few years ago around disruptive behaviour — do the other part which is the gossiping and the character assassination. I think that’s right at the moment through our fellowship.” The Chair proposed an alternative:

Chair Northern Australia: “What about a workshop based on what came out of the survey?”

LSC Facilitator Northern Australia: “I don’t think that would be beneficial at all. It’s about people not understanding… and that comes down to us really.”

The exchange highlighted differing views: whether to address behavioural issues directly or focus on communication and engagement emerging from the survey.

Chair Northern Australia: “We’ve got all these answers from all these people and they’ve taken the time to do that — and it’s like we’re just sitting on it and doing nothing about it.”

LSC Facilitator Northern Australia: “That’s not actually true… we’ve got the information, but Gretel has the codes and I’ve been locked out. Rather than dig around in that stuff, we need to come back to them with positive stuff — making a plan.”

 

4.4 Attendance and Participation

The Facilitator emphasised that participation at online LSCs remained poor and that inperson meetings historically delivered stronger results:

LSC Facilitator Northern Australia: “When you put on a face-to-face, they are overwhelmingly supported. When we run online, it doesn’t work. The evidence is there.

Last time we had a face-to-face, it was huge — it was overwhelming.”

Chair Northern Australia: “I agree with that.”

Meredith confirmed that past in-person workshops — including those at Spring Hill and Logan — were better attended and more productive.

H+I Workgroup Coordinator: “Would we also consider doing an LSC in Townsville or Cairns?”

LSC Facilitator Northern Australia: “It’s cheaper to fly everyone into Brisbane. It always comes down to money… Brisbane’s the best place to do it financially.”

Joymaree raised the question of whether the November session should proceed at all:

PR Northern Australia: “With the last two LSCs, we didn’t have good attendance.

Would it be worth cancelling the November LSC?”

LSC Facilitator Northern Australia: “I don’t think that’s necessary. It’s imperative we have this one to get some sort of consensus around the plan.”

 

4.5 Planning Model Proposal

Cameron outlined a new four-part annual LSC model, incorporating both face-to-face and online elements:

LSC Facilitator Northern Australia:

“When you run through the planning, you do it once a year — a face-to-face. That’s where we set our plan, then the board budgets it.

The second LSC is online — we show the budgeting, what’s realistic, what’s not.

The third is a check-in — how are we going, how are the groups feeling.

The fourth is an evaluation — what worked and what didn’t.”

H+I Workgroup Coordinator: “So the first one is like a wish list and the second one is a reality check.”

LSC Facilitator Northern Australia: “The first one is direction from the groups — what they want. You’re empowering the groups.”

There was consensus that this model offered clarity, accountability, and stronger fellowship ownership.

 

4.6 Face-to-Face Planning Weekend

Cameron proposed that the 2026 planning weekend be hosted in Brisbane, with an estimated cost of $2,500–$3,000.

LSC Facilitator Northern Australia: “It’s cheaper to fly everybody into Brisbane… it becomes very expensive to do otherwise. I’d suggest we plan for a two-day weekend early next year.”

The group agreed that this approach would improve participation, restore fellowship connection, and provide a clear annual planning cycle.

 

Outcomes and Actions

• November 2025 LSC confirmed to proceed as scheduled, including a workshop (topic to be finalised).
• Cameron to prepare a funding request for a 2026 face-to-face planning weekend (approx. $2,500–$3,000).
• Board to adopt a four-part annual LSC model (planning, budgeting, review, evaluation).
• Focus for upcoming sessions: improving communication, increasing engagement, and providing accurate service information on all platforms.
• Service Listings and Fellowship Development

5.1 Group and Area Representation

Following the LSC planning discussion, Meredith raised a structural issue regarding inconsistent Group Service Forum (GSF) representation across Northern Australia.

H+I Workgroup Coordinator: “I just have a question because I’m interested about the fact that we don’t know all areas have a GSF. The LSC is predicated on GSFs being represented. So now as a board, what are our thoughts about ensuring that Northern Australia is GSF represented? How do we go about identifying where there are gaps and filling them?”

Chair Northern Australia: “I agree with that, Meredith. I think that might be something we put on to business in the future.”

H+I Workgroup Coordinator: “It’s something actually that’s really important for us to talk about because I think that the LSC is profoundly affected by the non-attendance of the GSFs.”

The Chair proposed to revisit the issue in the December agenda, once feedback from the upcoming LSC is received.

Outcome:

• Board acknowledged representation gaps across several Queensland and Northern Australia areas.
• Topic to be added to December 2025 agenda for structured review and proposed solutions.

 

5.2 Service Listings and Contact Data

The discussion turned to discrepancies within the NA.org.au service listings and the need for better management of local contact information.

PR Northern Australia: “There are a lot of areas within Queensland that don’t have GSFs — Rockhampton’s one of them, Bundaberg’s one of them, Maryborough is one of them. That’s why I have that PR contact list.”

Convention Chair: “Oh, OK, well, I contacted everybody on that list.” PR Northern Australia: “OK.”

It was noted that, although contact lists exist, many were outdated or incomplete. The Board agreed that maintaining accurate listings was critical for service accessibility, particularly in rural and remote communities.

H+I Workgroup Coordinator: “This comes from not being aware of process… we need that kind of communication strategy — how we communicate how things are done back to the groups.” Outcome:

• PR Coordinator to conduct a review of existing NA contact and service listings.
• Updated contact list to be distributed before the November LSC.
• Board agreed to establish a consistent listings maintenance schedule for 2026.

 

5.3 Fellowship Development and Outreach

Joymaree provided an update on ongoing fellowship development outreach and new meeting support.

PR Northern Australia: “We’ve had two new members contacting me through the fellowship development ARSC. One’s out at Redcliffe and another one is a new meeting that’s going to kick off at Richmond, just west of Hullington, out in the bush.”

She explained her initiative to trial local awareness through physical mail campaigns:

PR Northern Australia: “It’s come to my attention that in a lot of small communities, letterbox drops have better turnout than having something put on a billboard. I’ve decided to do one for Gracemere as well and can send you a copy of that flyer.”

The Board recognised this as a practical and low-cost approach for regional outreach. Chair Northern Australia: “Sounds like you’re still busy, Joymaree.” Outcome:

• Joymaree to continue coordinating regional fellowship development initiatives.
• Pilot letterbox drop strategy to be evaluated after Richmond and Gracemere campaigns.
• Future communications plan to incorporate mixed outreach methods (print and online).

 

5.4 Information Flow and Reporting

Michael proposed improved data sharing between local meetings, GSFs, and the Board to ensure transparency.

Michael Branton: “I’m happy to undertake that and communicate with the treasurers or assigned people for the groups that are sitting on particularly large amounts — maybe just open a dialogue with them regarding that.”

The Board supported the initiative and agreed that a streamlined information chain would reinforce accountability and group confidence.

Outcome:

• Michael to prepare a quarterly financial and service status summary for inclusion in the Board’s standing reports.
• PR and H&I Coordinators to align outreach updates to reflect accurate, current service activity.
• Regional & National Liaison

6.1 RCM Report for November ARSC

Meredith confirmed she is finalising the RCM Report for the November ARSC, noting it is due Friday. She asked the Board for help gathering content about communication and engagement, and insight from other areas that use the same service structure.

Chair Northern Australia: “I’d love some feedback or tips or pointers on

communication — on how other regions run, you know, how they communicate with GSFs, that kind of thing.”

Meredith (H&I Workgroup Coordinator): “OK.”

Michael Branton: “Yeah, that’s a good idea.”

Cameron (LSC Facilitator): “Most areas run the ASC style except for Melbourne or

Victoria … so if you want that sort of information, I’d simply go to Melbourne or the

Victorian area, because they’re the only ones that don’t run an ASC.”

NANASA Local Service Board Mont…

Meredith noted she would contact representatives from Melbourne for comparative insights and include a summary in her upcoming ARSC report.

Outcome:

• Meredith to complete the RCM Report for submission to the November ARSC.
• Board members to supply short written comments on communication and engagement for inclusion.
• Meredith to liaise with Melbourne Area for reference on operational structure and engagement practice.

 

6.2 Hosting the Next Roving ARSC Meeting

Cameron proposed that Northern Australia offer to host the next roving ARSC, suggesting Brisbane as the most suitable location.

Cameron (LSC Facilitator): “The other thing I’d like to request, Meredith, is the roving

RC — I’d like to see it in Brisbane.”

Meredith (H&I Workgroup Coordinator): “OK … to be in Brisbane, OK.”

Chair Northern Australia: “Great idea, Cam.”

NANASA Local Service Board Mont…

Cameron explained that roving meetings cycle between Sydney, Melbourne, and other regions, and that a formal request proposal must be submitted.

Outcome:

• Northern Australia to express interest in hosting the next roving ARSC in Brisbane.
• Meredith to include this proposal in her November ARSC report.
• Cameron to contact the ARSC Vice Chair (or Chair) to confirm process and proposal submission timing.

7.3 Meeting Close

Dillon Brings the meeting to a close with the service prayer.

Next LSB is 7:00pm Monday 24^th November. 

 

No.	Action Item:	Responsible:	Due/Notes:
1	Contact group treasurers to discuss Michael prudent reserves and fund flow.		Before next LSB
2	Reimburse non-refundable portion of PR   workshop travel expenses.	Treasurer (Michael)	Upon receipt of expense claim
3	Continue interim coordination of H&I Meredith & operations; maintain rosters and communication.	Dillon	Ongoing
4	Submit H&I/RCM report to Region including Meredith open positions and meeting data.		Due Friday, 31 Oct 2025
5	Prepare funding request for 2026 face-to- face planning weekend.	Cameron	November LSC
6	Finalise November LSC workshop topic and run sheet.	Cameron	Prior to LSC
7	Add GSF representation review to December 2025 agenda.	Chair/Secretary	December Meeting
8	Review and update NA contact listings; circulate updated lists	Joymaree	Before November
9	Continue Fellowship Development	Ongoing; review activities – Richmond, Gracemere, Joymaree letterbox (PR)	December
10	Prepare financial quarterly and service summary for inclusion in standing	Michael	Next LSB
11	Liase with Melbourne area for comparative service structure insights	Meredith	Before ARSC submission
12	Submit proposal to host next Roving ARSC in Brisbane	Meredith & Cameron	November ARSC
13	Circulate next meeting/agenda notice	Chair and Secretary	1 week prior to LSB