PI Website (Subcommittee) Guidelines review

[Tom B. - ASC Vice Chair]

FROM: ASC Vice Chair, Tom B.
TO: PI Subcommittee, Policy Subcommittee, Website Subcommitte within
PI, interested parties

I was asked to review the PI guidelines for the annual Policy Update.
I'm starting that review with the Website "Subcommittee" portion of
the document.

I'm recommending the following:

1. Addition to clarify the approval process and timetable for website
posting. I've sketched out a few ideas but need comments.
2. Is there a functioning website subcommittee? Job description and
"committee description" implies more than I think PI is doing...might
need to be reviewed, possibly shortened.
3. Recommending the creation of an Information Liason to every home
group. This will help on every level to get the word out within the
fellowship and get feedback from all groups to the ASC.
4. Website financial section needs to be reviewed.


PUBLIC RELATIONS
WEBSITE PURPOSE AND POLICIES

A. Purpose
The purpose of this website is to provide accurate and up-to-date
information about Narcotics Anonymous, especially the local NA
fellowship. By making this information available on the Internet, we
hope to make ourselves more accessible to those with a desire to stop
using drugs and to the community as a whole. Our public relations
policy is based on attraction rather than promotion. It is not our
intention to promote the NA program, but it is our hope that those who
are attracted to our way of life will be able to find us easily.
B. Privacy Policy
We pledge to safeguard any personal information that is given us.
Including email addresses, etc. We will never knowingly make this
information available to third parties for any reason. We will never
use this information for any purpose other than to provide the service
(s) that are requested by the FCASC. .
C. Responsibility Statement
This site is owned and operated by the First Coast Area Service
Committee of Narcotics Anonymous. The First Coast ASC has delegated
the operation and maintenance of this site to its Public Information
Subcommittee and that subcommittee's Website Committee. The First
Coast ASC is directly responsible to its member groups. No group or
meeting is removed from the FCASC web page without the Area’s
directive.
D. Online Guidelines
The FCASC web site will attempt to make online information available
to the largest amount of people possible. Our online information will
come only from items received from the First Coast Area Service
Committee, Florida Region Service Committee or NA World Service. The
FCASC website will link only to the NAWS and NA Florida Regional web
sites. Information will be given to any service providers for our web
pages under the name of the First Coast ASC, and Not under the name of
individual members.
The Webpage Subcommittee uses WSC approved “A Guide to Local Services
in NA” and the guidelines set forth on the World Services website
(located at http://www.na.org/pi/webpage.htm) as its guidelines. Items
in addition to those guidelines are below:

A. Functions and Responsibilities
Webpage Subcommittee will
1. Manage www.firstcoastna.org for the First Coast ASC and all links
on www.firstcoastna.org website.
2. Upload current the First Coast ASC minutes to the web page monthly
as soon as received from ASC. Minutes to be received in electronic
form from the ASC Secretary.
3. Upload / maintain the current the First Coast ASC meeting list to
the website as received from ASC.
4. Upload / maintain the current the First Coast ASC Policy to the
website as received from ASC.
5. Upload / maintain the current the First Coast ASC forms to the
website (Lit., Motion, GSR Report etc.)
6. Provide an accurate calendar of functions and events for homegroups
and subcommittees of the First Coast ASC. Regional and NA World
activities may be included.
7. Post flyers for Group, Area, Regional or NAWS functions, provided
they will have an ASC approved flyer of that function available for
download in an acceptable electronic format.
8. Ascertain all downloadable documents posted on the site will be in
Adobe Acrobat format (PDF), Microsoft Word format (DOC) or Microsoft
Excel format (XLS).
9. Act as liaison for NAWS database, for groups, and the First Coast
ASC, to maintain accurate information in NAWS database.
10. Implement ASC directives in a timely manner.
11. Check that all email accounts for the First Coast ASC webpage,
reply and/or forward emails/information is current. (For appropriate
Sub-committee, Admin Committee, etc.) Current information will be sent
to the Webpage via the Secretary contact sheet. Webpage will maintain
and communicate info with those who do not have email capabilities).
The Web Page Sub-Committee will not publish NA member’ s personal
contact information on the First Coast Area Web Page. This is to
include phone numbers, postal and e-mail address, and wherever
possible, last names shall be omitted.

12. ADD HERE WEBSITE INFORMATION POSTING APPROVAL PROCESS AND
TIMELINES
a. Information updated at ASC (calendar)
b. Information updated at ASC (meeting schedule)
i. Downloadable – how soon?\
ii. On line meeting schedule – How soon
c. Information emailed to Webservant or PR Chair
i. Review procedures
ii. Posting – how soon

B. Meetings and Membership
1. All Website Subcommittee meetings are to be held at regularly
scheduled times and places. Each meeting is to be well publicized thus
encouraging all members to attend.
2. The subcommittee consists of the following:
a. Chairperson (Elected by the PR Subcommittee - 081111).
b. Vice-Chairperson (Elected by Website subcommittee).
c. Secretary (Elected by Website subcommittee).
d. General Members.
e. Information Liason – Contact from every home group with an email
address and who can represent or comment on the group conscience to
the PI Subcommittee Website (Need review)

C. Qualifications for Membership
1. Be a member of Narcotics Anonymous.
2. Have the personal time and abilities to perform the duties.
3. Have a willingness and desire to serve in the position.
4. Clean time and service experience.
a. Chairperson –Two year clean time requirement
(1) See the First Coast ASC Policy guidelines.
(2) Knowledge of one or more of the following webpage languages: HTML,
XHTML,
PHP, and/or JAVA, or ability to design/create/maintain in any of the
above.
(3) Knowledge of webpage design software.
(4) Knowledge of FTP (file transfer protocol).
(5) Internet Access.
(6) Ownership of a computer with minimum requirements, of Pentium III,
256 megs of ram, ability to install software as needed on computer.
(7) Access to printer, and image scanner.
(8) Willing to perform and/or delegate duties and responsibilities to
maintain website.

b. Vice-Chairperson – One year clean time requirement
(Qualifications are same as Chairperson)

c. General Members - Any person with the desire to make the commitment
to work with the committee.

D. Responsibilities of Positions
1. Chairperson (Elected by ASC).
a. Arrange times and agenda for and preside over all subcommittee
meetings.
b. Responsible for and present at all functions of the subcommittee.
c. Represent the subcommittee at monthly PI (or Area Service
Committee) meetings.
d. Responsible for the handling and accounting of any funds given to
or generated by this committee.
e. Attend as many Regional weekends as possible.
f. Share responsibility with the Vice Chairperson and train to take
over as Chairperson.
1. Vice Chairperson (Elected by Webpage Subcommittee)
a. Assist the Chairperson as necessary.
b. Perform the duties of the Chairperson in his absence.
c. Responsible for helping the Chairperson.
d. NAWS Liaison - Maintain NAWS database for the First Coast ASC
homegroups and Subcommittees.
e. Responsible to the Webpage Chair.
3. Secretary (Elected by Webpage Subcommittee)
a. Record accurate minutes and attendance at each committee
meeting and maintain all records of the committee.
4. General Members
a. Will provide input and assistance to the committee.

E. Agenda for Meetings
1. Opening Prayer,
2. Reading of the Twelve Traditions of Narcotics Anonymous.
3. Reading of the minutes of the previous meetings.
4. Old Business.
5. New Business.
6. Closing Prayer.

F. Motions
1. Motions under the category of old business may be brought to the
floor by the Chairperson or by any voting member.
2. Motions may be brought to the floor by any voting member as a part
of new business.

G. Voting Members
1. A person who has attended two consecutive complete subcommittee
meetings.
2. Voting privileges, will be forfeited if a member does not attend
two consecutive complete subcommittee meetings.
3. Voting privileges can be re established by attending two
consecutive complete subcommittee meetings.

H. Voting Procedures
1. A simple majority of the voting members is required to pass a
motion.
2. A quorum of at least three voting members must be present to vote
on any motion

I. Finances
1. The Chairperson will be responsible for all funds received and
disbursed by the subcommittee.
2. The Chairperson will coordinate the disbursing of all funds with
the Area Treasurer via the PI Chair on an “as needed basis”.
3. Webpage will provide a budget to the First Coast ASC by February of
each year.
4. Budget will consist of:
a. Domain name registration on the internet.
b. Cost of hosting website on the internet.
c. Cost of webpage creating, editing software, if any.
d. Cost of document creating software, if any.