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This is a historical record of the process
followed by the subcommittee entrusted in
putting together the annual Westside Area
Narcotics Anonymous Unity Day.
2012 Annual
Westide
Unity day
Table of Contents
1. Introduction
2. Timeline
8. Expenses/Income
9. Suggestions
10. Index
2012 Westside Unity Day 1
Introduction
This Document
This is a historical record of the steps that were taken by a subcommittee that was
created to put together the annual Narcotics Anonymous Westside Area Unity Day
event.
Purpose
This document intends to serve as a guide for future subcommittees that will be
planning the annual Narcotics Anonymous Westside Area Unity day.
Narcotics Anonymous (NA)
NA is a nonprofit organization whose members, referred to as addicts, practice
complete abstinence from all mind and mood altering substances including alcohol.
There is only one requirement for membership, the desire to stop using. 1
The Westside Area Service Committee
The Westside Area Service Committee of NA is one of the many area Service
Committees under the NA service structure. The Westside Area Service Committee of
NA encompasses NA groups in West Los Angeles. These NA groups are located in Culver
City, Santa Monica, Mar Vista, Marina Del Rey, Venice, Cheviot Hills, Inglewood,
Westchester as well as one meeting on the beach in Santa Monica. Please refer to the
“NA Service Structure” link in the index section of this document for details regarding
the NA Service structure3.
The Unity Day Sub Committee
The Unity Day Sub Committee is created to put together the 2012 NA Westside Area
Unity day. This document will refer to all elected Unity Day Subcommittee members and
other volunteers as trusted servants.
2012 Westside Unity Day 2
Timeline
The table starting on the next page is a timeline that aims to illustrate the process that the 2012
Unity Day Subcommittee followed to put together the 2012 Westside Unity Day.
2012 Westside Unity Day 3
Subcommittee Meeting Date
Activities
February 5, 2012
1st Unity Day Subcommittee
Meeting | | | | | | | | |
February 5, 2012
1st Unity Day Subcommittee
Meeting | | | | | | | | |
February 5, 2012
1st Unity Day Subcommittee
Meeting
o Trusted Servants Elected
Charles V. - Chair Leigh W. - Vice Chair Jody T. - Secretary Liz C. – Treasurer Fisseha A. – Historical Secretary
o Discussed preliminary tasks
Pick a Venue for the event.. Insure the event. See the expense/income section in this document for
financial details. Get started on flyers. The subcommittee estimated that we probably need to
print about 7500 flyers, but no definite number is decided upon.
Regional Flyers – These flyers get circulated in all areas in the Southern California Region except for the Westside Area. Usually 2500 – 5000 copies are printed for the region. These flyers go to the Southern California Regional Service Committee activities meeting for distribution. To distribute flyers at the regional level, specific guidelines need to be met, like using the right NA logo, including a map, and having two contact numbers on the flyer. Please contact region for specific guidelines for regional flyers. Contact information for region is in the index section of this document2. Also, please refer to the NA Service Structure link in the index section of this document for details regarding the NA Service structure3.
Area Flyers – These flyers get circulated only inside the Westside Area. They do not have to meet the same guidelines as the regional flyers. Usually, between 200 and 500 flyers are printed.
The subcommittee agreed to shoot for printing about 7500 flyers.
March 4, 2012
2nd Unity Day Subcommittee
Meeting
o Venue: The subcommittee is still in the process of finding a venue at this point.
o Flyers: The subcommittee is still discussing how many flyers will need to be printed.
April 15, 2012 3rd Unity Day
Subcommittee Meeting
| |
o Venue: Motion to make the Felicia Mahood Senior Center the venue Passed by acclamation.
o Event Ideas: For the next subcommittee meeting, subcommittee members and other volunteers were advised to come up with ideas as to what they would like to see happen i.e. types of workshops, speakers, recovery based fun activities etc…
2012 Westside Unity Day 4
May 6, 2012 4th Unity Day
Subcommittee Meeting
| | | | | | | | | | | | | | | | | | |
May 6, 2012 4th Unity Day
Subcommittee Meeting
o Venue: Motion to re-vote on the venue passed by acclamation. The new venue agreed upon by the subcommittee is the Church on 80th and Sepulveda in Westchester. See the expense/income section of this document for financial details such as deposit.
o Event Ideas: Event ideas were presented by meeting participants and a tentative
schedule was created5. Please check under “Tentative Schedule” in the index section of this document to see this tentative schedule.
o Insurance:
A trusted servant volunteered to pay for the insurance and get reimbursed by area.
See the expense/income section of this document for financial details.
o Flyers: A trusted servant volunteered to make the flyers. The subcommittee agreed to send the tentative schedule to the trusted
servant that volunteered to make the flyer. A trusted servant volunteered to take the flyers to Region if necessary. See the Expense/income section at the end of this document for financial
details.
o Subway Possible Discount: A trusted servant volunteered to check with subway and check for a possibility of to get non-profit organization discounts since NA is a nonprofit organization.
June 3, 2012 5th Unity Day
Sub Committee
Meeting | | | | | | | | | | | | |
o Venue: A trusted servant has filled out application for the venue.
o Insurance: A trusted servant will get a copy of the insurance certificate to submit to the venue.
o Flyers: A trusted servant presented a copy of the flyer for the subcommittee for review. The flyer is at the end of this document7.
o Subway Possible Discount: A trusted servant reported that we were not able to get nonprofit discounts from subway. Subcommittee agreed to drop the subway catering idea.
o Event ideas: The following were accomplished by the trusted servants of the subcommittee
The subcommittee is waiting on a decision from the Greater LA Area of
NA about hosting a workshop on the theme of “Relationships in Recovery”.
The subcommittee is waiting on a decision from the Youth Committee
2012 Westside Unity Day 5
June 3, 2012 5th Unity Day
Sub Committee
Meeting | | | | |
about hosting a workshop on the theme of “Youth and Recovery”. A trusted servant has found a speaker for the workshop on meditation. A trusted servant will contact the Hollywood Area of NA, and ask them if
they can host the 11am – 12pm meeting slot. A trusted servant will check with the Bay cities area of NA and ask them
if they can host the 4pm – 5pm meeting slot.
o Fund Raising: The subcommittee agreed to host a yard sale in order to raise money that will go towards expenses for the event. The subcommittee agreed to have the yard sale on July 14, 2012. See the expense/income section of this document for financial details.
July 1, 2012 6th Unity Day
Sub Committee
Meeting | | | | | | | | | | | | | | | | | | |
July 1, 2012 6th Unity Day
Sub Committee
Meeting | | | |
o Committee Chair Change: The subcommittee agreed that Leigh W. would take on the role of subcommittee chair, and Charles V. will take on the role of subcommittee Vice Chair.
o Yard Sale:
The subcommittee agreed that yard sale will begin at 8am and end at
1pm on the previously agreed upon date of July 14, 2012. A trusted servant volunteered to be at the yard sale site at 7am and start
collecting items. A trusted servant will check on a venue for the yard sale A trusted servant will place an ad on craigslist4 for the yard sale.
o Food:
Lunch – Subcommittee discussed Pizzas from Costco for about 40 people.
Dinner – 2 options were discussed.
A trusted servant volunteered to check on the price for tacos, rice
and beans for about 50 people. A trusted servant volunteered to check with Albertson’s for Fried
chicken and Potato salad for about 50 people.
Drinks – A trusted servant volunteered to check with the Activities subcommittee if they can take care of drinks.
Birthday Cake – Possibility of getting a birthday cake was discussed.
o Budget: The subcommittee treasurer will prepare a preliminary budget, and then the subcommittee vice chair will take that budget to the next Westside area meeting.
o Volunteers: The subcommittee agreed on the need for volunteers to help with
setup, monitoring smoking, cleaning, monitoring other activities and final cleanup. Subcommittee agreed to spread the word in the Westside Area
2012 Westside Unity Day 6
| | |
regarding the need for volunteers. o Westchester Meeting Conflict: The subcommittee agreed to check with the
Westchester meeting that is held every Saturday at and see if they can go dark on the day of the Westside Unity day.
July 15, 2012 6th Unity Day
Sub Committee Meeting
o Yard Sale: It was successful. See the expense/income section of this document for financial details.
o Food: The subcommittee decided on the meal options below. See the expense/income section financial details.
Lunch – Subcommittee decided on Pizzas from Costco.
Dinner – Subcommittee decided to go with Albertson’s fried chicken and potato salad.
A trusted servant will make the potato salad.
Drinks – The Activities subcommittee volunteered to purchase and sell drinks from 12pm – 7:30 pm.
The subcommittee agreed that the Men’s Breakfast subcommittee will be doing bake sale all day during the event.
o Volunteers – The subcommittee stressed on the need to recruit volunteers for
setup, monitor & cleaning, monitoring smoking, and final cleanup.
o Money needed from Area – The vice Chair has picked up all checks and the subcommittee agreed to coordinate with him to get the checks. See the expense/income section for financial details.
o Meetings’ Format - The subcommittee decided on the format of all three meetings during the event.
The readings will be We Do Recover & Just for today. The format will include general housekeeping instructions i.e. smoking,
restrooms, etc. A trusted servant volunteered to put together the meetings’ format.
o Projected volunteer schedule
o The subcommittee agreed to find out if regular Westchester meeting will close down during the Unity Day Event.
o Two trusted servants volunteered to check with the Area storage unit in order to
get recovery jeopardy game supplies.
o A trusted servant volunteered to invite another trusted servant that will sell jewelry between 12pm and 7pm during the event.
2012 Westside Unity Day 7
o Two trusted servants volunteered to look into how to make signage for food,
prices and smoking.
o A trusted servant volunteered to arrange the butt cans.
o A trusted servant volunteered to check with another trusted servant about borrowing a coffee urn.
o A trusted servant volunteered to check with the church on possibly getting
another room to be used as a hospitality room.
o A trusted servant will check with another trusted servant for microphone/PA system as a backup for the evening.
o A trusted servant volunteered to purchase items from Smart & Final. See the
expense/income section of this document for financial details.
o A trusted servant volunteered to purchase items from Costco. See the expense/income section of this document for financial details.
o Volunteer Shifts: The subcommittee agreed on the projected volunteer time slots
below. Trusted servants picked up the shifts that they can cover
9:30am – 1:30pm 11:30am – 4:30pm (pick up pizza) 11:00am – 3pm 12:00pm – 4:00pm 3pm – 7pm 4pm – 9pm Possibly coordinate cleanup
2012 Westside Unity Day 8
Expenses/Income
Below is the Treasurer’s report for the 2012 Westside area Unity day.
Income Yard sale $577.00
Unity Day (food, 7th tradition, merchandise)
$763.00
Total Gross Income $1340.00
Expenses Food and related expenses : Costco, Albertson’s, Smart & Final
$434.00
Rent: 50% of which paid on the day of the event
$150.00
Rent for Westchester Meeting 6
$25.00
Supplies and Prizes for Recovery Jeopardy game
$34.00
Total Cash Expenses $643
Total cash paid to the Westside Area
$697.00
Initial Area Payouts 50% Rent paid in advance
$150.00
Flyers
$200.00
Insurance $25.00
Total Gross Income $322.00
2012 Westside Unity Day 9
Suggestions
The following are suggestions to future subcommittees based on the experience of the 2012 Unity day
subcommittee.
o Working jointly with other areas makes for a more successful Unity Day i.e. having other areas
host meetings, providing speakers and running the workshops.
o Try and pick a date for the event as early as soon as possible. This subcommittee got a date
(August 4, 2012) 9 months before the event. A trusted servant will need to go to the regional
activities meeting, check the regional calendar and secure a date that does not conflict with
other regional activities. Also, present the date to the Westside area as early as possible.
o Pick a Venue for the event as early as possible.
o Get started on flyers as soon as possible. This subcommittee recommends presenting the flyers
to area and region at least three months before the event.
o As soon as flyers are approved and printed, please notify Public Information (PI) so they can put the flyers on http://westsidena.org
o Check well in advance with any Westside area NA meetings on the day of that event. Discuss with them about going dark for that day. Try and work with them so they can be accommodating. For example, as a “thank you” gesture, this subcommittee paid the one month’s rent for one of the meetings that had to go dark because of the event.
o Provide adequate sound system…or any other technology. The main speaker for this event
could not be heard by the majority of addicts in the back due to poor sound system.
o The projected shift for volunteers did not need to be followed as there were plenty of
volunteers throughout the day due to word being spread about the need for volunteers.
However, this subcommittee still recommends preparing a volunteer shift schedule in case there
is shortage of volunteers.
2012 Westside Unity Day 10
Index
1 NA Basic Text
2 Region Contact Information
3 NA Service Structure
4 http://losangeles.craigslist.org/
5 Tentative Schedule
6 As a “thank you” gesture, the subcommittee paid the August 2012 monthly rent for the Westchester
meeting that went dark because of Unity Day
7 Flyer
2012 Westside Unity Day 11
5Tentative Schedule presented to subcommittee on May 6 Meeting
Main Room Smaller Room
9:30 a.m Doors Open 11th Step Meditation Workshop
10:00 a.m. - 11:00 a.m.
Fellowship
11:00 a.m - 12:00 p.m.
Meeting (Hosted by another area)
12:00 p.m. - 1:00 p.m.
Lunch
1:00 p.m. - 2:00 p.m. Recovery Jeopardy Relationships in Recovery Discussion/Panel
2:00 p.m. - 3:00 p.m. Fellowship Youth in Recovery panel
3:00 p.m. - 4:00 p.m. Fellowship 4th Step Workshop
4:00 p.m. - 5:00 p.m. Meeting (Hosted by another area)
5:00 p.m. - 6:00 p.m. BBQ
6:00 p.m. - 7:00 p.m. Open Mic
7:30 p.m. - 9:00 p.m. Main Meeting (Hosted by Westside Area)
2012 Westside Unity Day 12
7 2012 annual Narcotics Anonymous Westside Unity Day Flyer