Panel 54 NH Area 35 Assembly Laconia Congregational Church Parish House March 15, 2014 Approved Minutes

Transcription

1 GRs Present: District 1: Howard C.: Kathy M.; Lucy S.; District 2: Barbara H.; Beaddie G.; Mary Lou D.; Mike S.; District 3: No representation; District 4: Barbara P. (Alternate); Deb W.; Esther D.; Linda R.; Janet W.; Mary M. (Alternate); District 5: Eileen D.; Louise H.; Patti D.; District 6: Ann Marie RL.; Bonnie A.; District 7: Connie W.; Judy F.; Rennie T.; Sean; District 8: Candice M.; Joan G.; Karen W.; Sue W.; District 9: Donna C.; Garry H.; Sharon M.; District 10: Cindi B.; Helen WW.; Sharon C.; Wilma C.; District 12: Janice P.; Michelle R.; Sharon S. AWSC Present: Chair, Trish W.; Secretary, Nancy P.; Treasurer/DR9, Garry H. (also above GR); Delegate, Pat W.; Alt. Delegate, Nancy D.; AAPP/DR2, Vince D.; Alanews, Deb W. (also above GR); Archives, Toni R.; Convention 2014/DR1, Pat L.; Forum/DR6, Jen C.; Group Records, Jean F.; Literature, Beaddie G (also above GR).; DR4, Jackie E.; DR8, Candice M.(also above GR); DR10, Kate M. Absent: AA Liaison, Marge L.; Convention 2013, Jenn P.; Website, Rick D.; DR7, Melinda H. Guests: Ann M.; Annie B.; Carolee; Alt. DR 4/Past Delegate, Dotty B.; Donna; Historian, Dennis R.; Janice A.; Kathy D.; Ken (PM); Rachel F.; Terry; Theresa B. Unfilled Positions: Alateen, Answering Service, Public Outreach, DR3, DR5, DR12 Agenda attached. (See accompanying documents) The Assembly opened at 11:05 AM with a moment of silence followed by the Serenity Prayer, reading of the Three Legacies and members reading Concept Three from the Service Manual. Sharon S. read a Concept Three story from the Forum. No one offered discussion. There was an announcement regarding the celebration of Lois birthday with a drawing for a basket. Trish read Part 1 of her report regarding the adjournment of the recessed October Assembly. Report attached. (See accompanying documents) Copies of the NH Area 35 Handbook and Job Descriptions were distributed. The following questions and responses followed: Sue asked if the October Assembly minutes were available Trish indicated that she, as Chairperson, had the authority to adjourn the meeting; the minutes were not necessary Sue stated the minutes would help with the knowledge needed for the Assembly to make a decision Trish indicated that there would not be a vote and asked those in attendance to stand if they were in agreement to close the October Assembly. A majority of those in attendance stood and recited the Al-Anon Declaration to close the October Assembly. Introductions showed a Total Count of 58 in attendance including 36 GR voting members, 15 AWSC members (4 of whom also GRs) and 11 Guests. Trish asked Jean for the total number of groups (81) to determine that the quorum had been met (1/4 being 21). The number of votes needed to pass votes at today s Assembly is 24 (2/3 of 36). Trish read the Meeting Business Status. Candice volunteered to be the spiritual timekeeper. Copies of the October 2013 Area Assembly Minutes were distributed. Nancy P. asked for clarity on one member s name, requested that members state their name when speaking for accuracy in today s minutes and asked for comments regarding the October minutes. Discussion points included the following comments/opinions: Nancy P. indicated the only item brought to her attention was how to address the vote count that was missing on page 4. Sue suggested to leave page 4 as is because the vote count was unknown A motion was approved to do so. (See Motion Addendum Motion # 1 - page 7) The New Hampshire Al-Anon/Alateen Area 35 October 19, 2013 Assembly Minutes were approved as presented. (See Motion Addendum Motion # 2 - page 7) The Treasurer s Report included the final 2013 Convention Treasurer s Report, 2013 Balance Sheet and 2014 Balance Sheet as of March 1 st. The report was read. Report attached. (See accompanying documents) Additionally, Garry thanked the groups for their donations to the Area and pointed out that he had been asked to include the dollar amount needed from each group to balance the Area budget without relying on the Convention. He stated that his personal opinion was that members do make donations when supporting the Convention and making any donations would be up to the individual/groups to decide. Discussion points included the following questions/comments/opinions: Sue asked where the $ (Cash on Hand) was located Garry stated in the checkbook Sue asked if it was not in the balance Garry explained that the Area has an ample reserve plus some additional funds. In the past this has been called an Operating Budget or Contingency. He researched terms and has chosen to call the additional funds Cash on Hand. The amount is determined by finding the difference (subtracting) the ample reserve ($17,745) from the balance ($27,036.50) which gives the cash on hand ($ ). The Treasurer s Report was approved. (See Motion Addendum Motion # 3 - page 7) Accompanying documents available upon request through secretary@nhal-anon.org 1 of 7

2 Officer Reports: Delegate Report attached. (See accompanying documents) Additionally Pat W. referenced the sponsorship workshop that was held prior to the Assembly. She reminded GRs that the Assembly is their meeting. She also indicated that she had received the WSO Auditor s report. She would like to visit district meetings instead of groups believing it is economically more prudent. She asked districts to let her know when they would like her to attend. She has heard a lot about setting goals and encouraged GRs to set a goal for personal recovery to attend something outside of the group listing possible events. The Chosen Agenda Items (See accompanying documents) were on the tables and GRs were asked to vote for which two they would like to see presented at Conference. Alternate Delegate Report attached. (See accompanying documents) Additionally Nancy D. stated that the Service Sponsorship Workshop mentioned road trips which she had experienced and found service rewarding. Additional comments included: Pat W. stated that love gifts could be bought to the April 6 th AWSC meeting to be shipped with others to Conference or groups could ship them individually. Trish stated she had put aside a list of examples of love gifts; couldn t find it but would read it later if found. Chairperson Report attached. (Part 1referenced above see accompanying documents) Additionally Trish referenced focusing on the fellowship and pointed out the Parking Lots posted on the wall (Pioneer Day, Speaker Meeting Exchanges, Outreach Ideas, Agendas and Convention Committee) Trish read Part 2 of her report. A lunch break followed and included the showing of the movie Lois Story. Old Business: Do Not Refer Task Force: Proposal was read by Pat L. (See accompanying documents) Additionally Pat L. gave some background stating that the task was to create a policy to delist and relist groups if they were not doing well within the Traditions to help any group come back into the fold. Proposal took into account the principles of our program. Discussion points included the following comments/opinions: Judy asked if the groups would have to have a GR to be relisted Pat L. responded the DR could take care of it if the group did not have a GR Rennie asked why the wording if it becomes necessary to vote was used Nancy P. explained that the Task Force used that wording because a vote might not be needed and asked other Task Force members to comment Kate indicated that it would be up to the Assembly to decide if a vote was needed Trish stated the vote would be necessary if the concern was resolved Nancy D. stated the policy addressed a group in disrepair which would probably disband and would restart if it decided to follow what happens to be a healthy group Judy suggested the term unrelisting might be better than delisting Barbara suggested including a list of steps to be relisted Sue asked for a copy of the proposal; Kate distributed the proposal Trish stated this was just a report, not a policy; anyone can be on a Thought or Task Force; today we can vote or take it back to the groups to get their input Bonnie suggested that the decision be tabled Kate explained that the policy was just about taking a group off the meeting list; the group would continue to meet Pat W. stated that the group would not be referred if members called the NH answering service and/or the WSO answering service; an unhealthy meeting would not be on the list Joan asked where members would bring suggested changes Kate responded to talk to their DRs Joan asked if the Task Force would be disbanded Trish indicated that it appears that the Task Force s job is not complete and would not be disbanded until the task was complete A motion to table this topic was approved. (See Motion Addendum Motion # 4 - page 7) A recount of voting members present was requested. One voting member had left. 35 voting members were present. Area Items for Area, District and Group Events: Nancy D. has been collecting the list of items such as the sound system. List attached. (See accompanying documents) Note: Two additional members left. 33 voting members now present. 22 votes now needed to pass. Accompanying documents available upon request through secretary@nhal-anon.org 2 of 7

3 Incorporation/By-Laws/Charter Report: Garry gave some background information indicating the Area has been incorporated since 1989; is a 501(c) 3 corporation which allows us to be tax exempt; is also a NH Charitable Trust which uses its money for the public good Pat W. explained that this was a Thought Force just thinkers not doers and read a brief history; Report attached. (See accompanying documents) Deb read a summary. Report attached. (See accompanying documents) Discussion points included the following comments/opinions: Jean commented that this was an ongoing process and it was important to take the time to address this intelligently, compassionately and correctly; appreciated that the Assembly was not being asked to make a decision because it was important do it right if at all Job Description of Secretary and Past Delegate Report: Trish asked Toni if she was prepared to give a report. Toni indicated that the communication was done by and was not prepared to give a report. Nancy P. read the proposed changes regarding the word Active in two places in the NH Area 35 Handbook and Job Descriptions first on page 5, under Secretary, the 2 nd bullet removing the word Active in two places and on page 6, adding the word Active to the current title of Past Delegate. Trish asked Nancy P. to explain the reasoning. Nancy P. responded that this topic had been on the October Assembly agenda and that her recollection was that the Panel 51 Treasurer had expressed a concern about reimbursing past delegates who attended the North East Regional Delegate s meetings. These changes would clarify active past delegates could be reimbursed. Any past delegate who wished to receive information regardless of being active could receive information from the Secretary. Trish stated that this be taken back to the groups New Business Vote and approve Convention Coordinator for 2015 Trish stated that there was someone who would like to be the 2015 Convention Coordinator. Nancy P. indicated that the Assembly needed to approve the 2015 Convention before an appointment. Vote/Approve Seed Money for Convention 2015 A motion to have the 2015 Convention was approved. (See Motion Addendum Motion # 5 - page 7) Trish asked for someone to explain the term seed money. Pat W. explained it is the money set aside in the budget for the Convention usually in the amount of $2000. A motion to approve the $2000 seed money was approved. (See Motion Addendum Motion # 6 - page 7) Special Project District 8 Dennis explained the request for funds to participate in the Souhegan Valley Expo which is a statewide exhibition we participated in last year. Because there were materials leftover the amount requested was less this year. The request is for $250 ($150 for the nonprofit booth and $100 for incidentals including travel). The funds would come out of the Special Projects line item. Discussion points included the following comments/opinions: Deb asked what the date was for the Expo Dennis indicated sometime in October. Last year it occurred on an entire Thursday afternoon with several hundred booths and at least 4500 attendees Janet asked about the types of booths participating Dennis listed a number of participants including businesses, educational opportunities, colleges, battered women s shelters, alcohol and drug rehabs, police, fire, and a tractor company Pat W. indicated having a booth would plant a seed for those who might benefit from our program; we had participated in the Women s Expo over the past three years, those walking by the booth would be given a pen such as those available today and information to get the word out Garry stated that we call them Special Projects but they are really mission projects Dennis indicated if approved the district would be looking for volunteers; the service is very rewarding and intriguing to observe reactions that might range from walking around the booth to receiving hugs Donna asked if the funds would come from Public Outreach Pat W. indicated No, they would come from Special Projects which had $2000 for the year, $1000 left to use at this time A motion to approve the funds was approved. (See Motion Addendum Motion # 7 - page 7) Accompanying documents available upon request through secretary@nhal-anon.org 3 of 7

4 A skit entitled Lois Before Al-Anon was performed. Discussion points included the following comments/opinions: Connie made a motion to have the skit performed at the 2014 NH Area Convention. Pat L., Convention Coordinator thought that was a good idea if they were willing to do so. Toni indicated that the Assembly could only make a recommendation. Trish explained the need to use the mic when speaking Kate reiterated what Toni had said stating that the Convention had its own Committee; it was not the job of the Assembly to tell that Committee what to do; the Assembly could encourage them to do the skit at the Convention There was no second to the motion. The motion died. Coordinator Reports AA Liaison Report attached. (See accompanying documents) Annie read the report for Marge L. who was unable to attend. Patti S. had been acting as Marge s assistant; Annie is now Patti s assistant. Bonnie asked if copies of the reports being read would be available after the meeting Trish stated that the Secretary would have them out within 48 hours AAPP No written report. Vince indicated he had conducted an AMIAS training in Hancock at the request of the Delegate. The training resulted in one new applicant currently being processed. A second request for training was made today for the North Country. Since there is no Alateen Coordinator, he will pursue the concern of having a Quarterly meeting with the Delegate as Acting Coordinator until the position is filled. There is the hope to find substitutes when AMIAS sponsors are unable to be at the Alateen meeting. Trish asked that the acronym AMIAS be explained; response Al-Anon Member Involved in Alateen Service, AMIAS also work as Alateen Sponsors Kathy asked if the date for the North Country training had been set Vince indicated not yet; they are working on a suitable time; the training will probably take place south of North Conway Alateen No Coordinator Answering Service No Coordinator Trish indicated that both of the above Coordinators were needed Pat W. indicated that there may be someone interested in the Answering Service position Alanews Report attached. (See accompanying documents) Deb also indicated that she did not need to use the mic to be heard Trish asked from where members would download the Alanews newsletter Deb indicated from the NH Al-Anon web site Archives Report attached. (See accompanying documents) Nancy D. stated she had given videos to be archived Toni read the titles: Al-Anon Speaks for Itself and Alateen Tell It Like It Is; This CAL is no longer available from WSO Rennie asked if the Area had a lending library to bring materials into groups Pat W. stated No but it is a great idea; Vince currently has a DVD that was shown last year to use at a district meeting or Anniversary and the idea would be put on the AWSC agenda Toni stated that there had been a lending library with all CAL videos and tapes including tapes in French; Spanish tapes were ready to buy when the library stopped Trish indicated Toni had valuable information if anyone was interested Toni indicated absolutely Area Historian Inadvertently omitted from agenda Convention 2013 No report. Garry had given financial summary. (See above Treasurer s report) Convention 2014 Report attached. (See accompanying documents) Pat L. emphasized the need to fill Publicity, Secretary and Entertainment positions and thanked Beaddie for volunteering to be her service sponsor having recently served as Convention Coordinator. Trish reminded everyone that the Convention Committee meetings were held the day of our Area meetings prior to the AWSC/Assembly Dotty stated that the hotel rooms could hold 6 people for $119 and asked if that was $119 each Pat L. stated No that was for the entire room Connie asked if interested in participating on the Committee for meeting purposes, could it be done by FaceTime or Skype Pat L. stated Yes Sharon C. asked about funding for band/dance Beaddie indicated that expense would come out of the Convention s budget. Due to the expense they might get a DJ. Forum Jen C. indicated there was no report yet. She would appreciate any ideas to help out in getting things started. Trish thanked Jen for finding the time to come today Accompanying documents available upon request through secretary@nhal-anon.org 4 of 7

5 Group Records Report attached. (See accompanying documents) Trish asked that the acronym CMA be explained. It stands for Current Mailing Address. Toni asked if the three Alateen meetings were included in the total number of meetings in the Area Jean indicated that she would correct the information (Note the attached report has the corrected numbers) Literature Report attached. (See accompanying documents) Sue asked where to get information about e-versions Pat W. indicated she would find out from the WSO; she did know that i-books were available from various vendors Sue indicated the concern about the need to go outside of Al-Anon and not be promoting Pat W. indicated this was part of the electronic question being asked Kate stated that there is a link on the WSO web site on the right hand side Kathy asked if the new Parents and Grandparents literature was currently available Beaddie indicated not yet; they are just currently collecting information Public Outreach No Coordinator Website Report attached. (See accompanying documents) Nancy P. read the report in Rick s absence. DR Reports: D-1 Report attached. (See accompanying documents) Trish stated she would be giving birthday party mementos (Forums) to each DR giving a report D-2 No written report. Vince indicated that District 2 met every month on the 1 st Thursday at the Wentworth-Douglas Hospital cafeteria so they could have food, stuff their faces and still speak coherently. The billboard project was underway; the Assembly had previously voted to give $1000 from special projects toward this project; The billboard would be on Route 11 facing east between Rochester and Farmington; because meetings start to fill up at the end and beginning of the year around the holidays, it was decided to rent the space for five months (with the Area s help) from October 2014 to the end of February 2015; the district has worked hard to make this happen and Vince appreciated the help from both Michelle and Nancy previous DRs for District 2; there is also a District Workshop on April 26 th flyers were passed out (Vince did not pass out) (See accompanying documents); Trish indicated that the workshop could be added to the Carpool Parking Lot chart Vince continued indicating a skit titled Recovery in Triage would be performed as well as a song from the slogans and a pot luck lunch would take place asking that attendees bring food; There will be a drawing with funds going toward the Billboard project; Vince displayed a beautiful artifact (afghan) received as a contribution that will also have a drawing at the District Workshop and anyone not able to attend could write their name on a piece of paper and give it to him with a dollar to have a chance to win it. Garry asked if the Billboard was a picture of the bookmark Vince indicated it shows a spaghetti junction of a highway indicating not knowing where to go because of the confusion associated with the disease Pat W. showed a copy of what would be displayed indicating the telephone number from the Area would be below Sharon asked for the date of the workshop Vince indicated Saturday, April 26 th Trish stated it was on the web site as well Deb stated Alanews also D-3 No DR Trish suggested carpooling to District 3 meetings to also have a meeting on wheels D-4 Jackie became the new DR only hours ago; she is taking a lot of notes; grateful to be here; finding it overwhelming; not much to report yet D-5 No DR D-6 No written report. Jen indicated that District 5 is working on getting a DR. Vince had already let us know that District 6 is working on starting Alateen in the district; Seven members are interested; Jen thanked Bonnie for coordinating everything with Vince; the district has started a monthly information meeting at the Friendship House in Bethlehem; a district member had been asked to speak at a local AA meeting; she is spreading the word to find local people to provide entertainment to step up for service D-7 No Report. D-8 Report attached. (See accompanying documents) D-9 Report attached. (See accompanying documents) Garry also thanked the District 9 folks here today and invited members to attend the groups that were struggling D-10 Report attached. (See accompanying documents) Kate also mentioned that it was looking good for October for an Area meeting in Bedford. Information will be posted in the Alanews. D-12 No DR Michelle stated that there are 12 meetings in the district; all are doing well; there is no DR and some groups do not have GRs; love gifts have been picked out to send with Pat silicone bracelet with Live & Let Live in NH written on them Accompanying documents available upon request through secretary@nhal-anon.org 5 of 7

6 Connie from District 7 indicated their DR was not present and reported that a new step meeting had started in Keene on Fridays and an Alateen meeting had also started on Fridays. Trish stated she knew that report was given to get a party favor Dotty won the birthday raffle drawing A song was sung with guitar accompaniment. The meeting closed at 3:42 PM with the Al-Anon Declaration. Respectfully submitted, Nancy P. Panel 54 NH Area 35 Secretary Accompanying documents available upon request through secretary@nhal-anon.org 6 of 7

7 Motion Addendum: Motion # 1: Since we do not have other information to leave the wording concerning the incorporation/charter vote on page 4 as it is Motion made by Sue, Seconded by Connie W. Passed with 34 Yes, 0 No, 2 Abstain 36 Voting Members Motion Passed Motion # 2: I move that we accept the minutes of 10/19/13 as is Motion made by Rennie T., Seconded by Helen W. Passed with 34 Yes, 0 No, 2 Abstain 36 Voting Members Motion Passed Motion # 3: To accept the Treasurer s Report Motion made by Helen W., Seconded by Cynthia B. Passed with 35 Yes, 0 No, 1 Abstain 36 Voting Members Motion Passed Motion # 4: Matter under Consideration: Delisting and relisting Table this topic until the next Area 35 meeting to give the opportunity to discuss with groups Area 35 Assembly Motion made by Bonnie A., Seconded by Sue Passed with 32 Yes, 1 No, 2 Abstain 35 Voting Members Motion Passed Motion # 5: I move that we have a 2015 NH Al-Anon Convention Motion made by Rennie T., Seconded by Connie W. Passed with 33 Yes, 0 No, 0 Abstain 33 Voting Members Motion Passed Motion # 6: To approve $2, for the seed money for the 2015 Convention NH Motion made by Beaddie G., Seconded by Louise H. Passed with 33 Yes, 0 No, 0 Abstain 33 Voting Members Motion Passed Motion # 7: To approve $250 for Special Projects for the Oct. expo District 8 Motion made by Mike S., Seconded by Helen W. Passed with 32 Yes, 0 No, 1 Abstain 33 Voting Members Motion Passed Accompanying documents available upon request through secretary@nhal-anon.org 7 of 7