Coda SouthEast Region - Guidelines for Service

ABOUT PROVIDING SERVICE

‘...Our leaders are but trusted servants; they do not govern’. (Tradition 2)
A CoDA group cannot function without the efforts of trusted servants. Service work starts at group level. Service positions can range from a month-long commitment to set out the refreshments at each meeting, to a maximum two-year commitment to represent the group at regional and/or national CoDA UK meetings.
‘A CoDA group ought to be fully self-supporting, declining outside contributions’. (Tradition 7)
Service is encouraged as an integral part of recovery. It is a healthy way to give back to, and sustain, the group and enrich recovery through applying CoDA principles, especially the Twelve Traditions, in the process of doing service.
‘ .... Directly responsible to those they serve.’ (Tradition 9)
Taking a service position is making a commitment to the group and to adhere to the wishes of the Group Conscience.
‘Each group should remain autonomous ....’ (Tradition 4)
The following guidelines are suggested to those considering service, and to groups. These guidelines are suggestions only, for each group to adapt to their own purpose according to their Group Conscience.

GUIDELINES COMMON TO ALL SERVICE POSITIONS

It is suggested that members in service positions:
•Read these Service Guidelines before they begin their service;
•Provide the group with contact phone numbers and swap numbers with others in service (a record-keeping chart is available);
•Identify at the beginning how long they would like to take the position for (e.g. one month, one year maximum), unless the role has a specific duration;
•Commit to attend every week and to find cover if they cannot attend;
•At the end of their service, work with the next person taking on the role in order to ensure continuity;
•May end service early if necessary, by telling the group and by giving notice (if possible);
•Regularly attend group consciences:
- ‘For our group purpose there is but one ultimate authority - a loving higher power as expressed through our group conscience ...’ (Tradition 2);
- ‘Our common welfare should come first; personal recovery depends on CoDA unity' (Tradition 1);
•Raise at group conscience any difficulties experienced in carrying out service.
If a member in service does not attend meetings for a prolonged period with no notice, the group agree to contact the member, and then reopen the role at group conscience if necessary.

Group Service

Service is encouraged as an integral part of recovery and a healthy way to give back to the group and to enrich your own recovery experience. Taking a service position is making a commitment to the group and therefore the following guidelines are suggested:

  • Your contact details should be given to the Secretary/GSR to be added to the group service committee list and that you should take their contact details.
  • It is suggested that any Service Holder be provided with a copy of this leaflet 'Guidelines for Service' and that the meeting also hold a copy for reference.
  • That you aim to fulfil your service commitment on a weekly basis (or as required)
  • If you know in advance that you are unable to fulfil your commitment for a set period of time that you announce this at the group the week before and ask for a volunteer to fill your service position while you are absent.
  • If you are unable to fulfil your position and it is within a week of the meeting - that you contact a fellow member and ask them to fill your position that week. If you are unable to find anyone then please ask a fellow member to announce at the meeting that you are absent so your position can be filled or your apologies made.
  • That if you decide that you are no longer able to fulfil your commitment that you endeavour to give a few weeks notice to the group so that a replacement can be found, otherwise to let the group know your are finishing your service position.
  • All positions are suggested to be held for a period of 1 year but this is left to the discretion of the individual Group.
  • If a Service Holder does not turn up for a prolonged period without contact, the Group may decide to hold a Group Conscience and take a vote on refilling the position and to notify the previous Service Holder.
  • It is suggested that all Service Holders attend the Group Consciences regularly.

Service Position Guidelines: these are basic service position suggestions, however each individual meeting may decide on the requirements for each of their service positions.

Secretary

  • 1 Year of Recovery suggested (however if there is no-one with this period of recovery available to take the position, then the most qualified person available can be voted in by the group)
  • A regular attendee at the Group and Group Consciences
  • Arrives 15 minutes before meeting starts
  • Chairs the Meeting using the Script provided
  • Ensures meeting starts and finishes on time
  • Lays out Serenity Prayer and Signs and is responsible for the Secretary's Folder
  • Keeps a track of the Meeting Schedule and any items for Group Conscience
  • Responsible for ensuring the meeting is in keeping with the traditions of CoDA
  • Main point of contact for Group Members and Service Holders
  • Shares responsibility with the GSR for conducting regular Group Conscience meetings

(suggested minimum of every 2 months)

Co-Secretary

  • 1 Year of Recovery suggested (however if there is no-one with this period of recovery available to take the position, then the most qualified person available can be voted in by the group)
  • A regular attendee at the Group and Group Consciences
  • Shares the position of Secretary on an alternating weekly basis
  • Chairs meeting when co-secretary is unavailable
  • Arrives 15 minutes before meeting starts (when secretary)
  • Chairs meeting using the Script provided
  • Ensures meeting starts and finishes on time
  • Lays out Serenity Prayer and Signs and is responsible for the Secretary's Folder
  • Keeps a track of the Meeting Schedule and any items for Group Conscience
  • Responsible for ensuring the meeting is in keeping with the traditions of CoDA
  • Main point of contact for Group Members and Service Holders
  • Shares responsibility with the GSR for conducting regular Group Conscience meetings

(suggested minimum of every 2 months)

GSR - Group Service Representative

  • 1 Year of Recovery suggested (however if there is no-one with this period of recovery available to take the position, then the most qualified person available can be voted in by the group)
  • A regular attendee at the Group and Group Consciences, familiar with the thinking and wishes of its members
  • To regularly attend Regional Intergroup Meetings (every 2 months) and to act as the Group Representative and main point of contact between Region/ NSC and Group
  • Announces/Passes on any information passed down by the Region or NSC
  • Taking any wishes of the Group to the Region and reporting back on the Regional meeting to the Group. To get feedback from Group members on Intergroup issues
  • Shares responsibility with the Secretary for conducting regular Group Conscience meetings (suggested minimum of every 2 months)
  • Takes minutes of the Group Conscience
  • Keeps an up to date list of the contact details of all Service Holders
  • Responsible for ensuring the meeting is in keeping with the traditions of CoDA

Treasurer

  • 1 Year of Recovery suggested and Financially Solvent (however if there is no-one with this period of recovery available to take the position, then the most qualified person available can be voted in by the group)
  • Collect 7th Tradition each week + literature sales money
  • Ensure the meeting is Self Sufficient - i.e. that sufficient funds are being collected each week to cover rent and meeting expenses
  • Ensure that venue Rent is paid on time
  • Hold a Prudent Reserve for Rent (suggested 1 or 2 months rent)
  • Keep a written record Group Finances and Provide a financial report at the Group Conscience (suggested minimum every 2 months)
  • Provide money for Group Expenses ( i.e. literature, tea, rent)
  • Act as point of contact between Venue and Group
  • Hold remaining funds on behalf of Group (this may be in the Group Bank Account)
  • Regularly attend meetings and ensure a replacement found when not available

* Additional notes for Treasurer:

- the Treasurer is not financially responsible for the Group but merely its financial representative however the Treasurer is accountable to the Group for its 7th Tradition funds

- all purchases must be approved at the Group Conscience and funds confirmed available before any purchases made (an agreed weekly amount for tea can be agreed in advance)

- the Group must be notified immediately of any financial shortfall

- in the event of a financial shortfall the Group must take responsibility for this as a whole

Literature Person

  • 1 Year of Recovery suggested (however if there is no-one with this period of recovery available to take the position, then the most qualified person available can be voted in by the group)
  • To arrive 15 minutes before start of Meeting to set up Literature table
  • To be available at the end of the meeting to sell Literature
  • To advise members on relevant Literature
  • To order Literature and follow up on delivery to meeting
  • Monitor sales and ensure sufficient levels of stock at all times
  • To clear away and store the Literature at the end of the meeting
  • To attend the Group Conscience and make a request for required funds as and when Literature is needed
  • Regularly attend meetings and ensure a replacement found when not available

Chair Finder

  • 1 Year of Recovery suggested (however if there is no-one with this period of recovery available to take the position, then the most qualified person available can be voted in by the group)
  • Find a Coda Chair (who has sufficient recovery time to be able to pass on their experience, strength and hope of working the Coda Steps and Programme) as requested by the meeting schedule
  • This requires the Chair Finder to attend a range of Coda meetings in order to seek out a wide variety of Chairs for the Group
  • Notify the Secretary of the Chair and in the event that a Chair has not been found

Newcomer Representative

  • 1 Year of Recovery suggested (however if there is no-one with this period of recovery available to take the position, then the most qualified person available can be voted in by the group)
  • Be familiar with Meetings, the 12 Steps, Sponsorship and Coda Recovery as a whole
  • It is advised that a Male Representative be provided to talk to male newcomers and a Female Representative for female newcomers
  • Greet Newcomers after the meeting
  • Stay to talk with newcomers for approx 15 minutes after the meeting ends
  • Provide information on meeting list, literature, meeting format, sponsorship, steps etc
  • Regularly attend meetings

Tea Person

  • No required Recovery period
  • To arrive at least 15 minutes before meeting starts
  • To set out Tea Provisions, cups, boil the kettle etc
  • To ensure a selection of teas are available, and to purchase milk and biscuits as needed on a weekly basis
  • All expenses are reimbursed weekly upon presentation of a receipt to the Treasurer
  • Clear away all tea items at the end of the meeting

Set Up Person

  • No required Recovery period
  • To arrive at least 15 minutes before meeting starts
  • To set up chairs in the agreed layout, turn on lights, get out Coda box etc

Greeter

  • No required Recovery period
  • To arrive at least 15 minutes before meeting starts
  • To welcome members and newcomers as they arrive at the door

Service Position Contact List

Position / Name / Date / Contact / Requirements
Secretary
Co-Secretary
GSR
Treasurer
Literature Person
Chair Finder
Newcomer Representative
Tea Person
Set Up Person
Greeter

Group Conscience Guidelines

  • Any member of the group is entitled to call a Group Conscience to discuss any matter relating to the running of the group.
  • The Group Conscience is the forum within which to discuss any meeting related issue such as ordering of literature, treasury report, meeting format etc
  • It is suggested that the regular meeting is closed early to provide adequate time and the Group Consicence held immediately after the end of the meeting.
  • The 12 Coda Traditions should be read at the start of the Group Conscience reminding all members to put principles before personalities
  • The Secretary or the GSR is responsible for conducting the Group Conscience but they are there to serve the needs of the group only, it is suggested that minutes of the meeting are taken.
  • An agenda should be agreed at the start of the meeting and a vote taken on each item (for and against) to ensure the wishes of the meeting as a whole are carried.
  • All members are welcomed to the Group Conscience and every member is entitled to express their view.
  • It is suggested that all Service Holders attend the Group Consciences regularly.
  • It is suggested that a Treasurers Report be presented at least every 2 months at the Group Conscience
  • There is a suggested minimum of a Group Conscience every 2 months