Maritime Assembly Area #91. Guidelines

Transcription

1 Maritime Assembly Area #91 Nova Scotia, New Brunswick, Prince Edward Island Guidelines Revised October 2015 Area #91 - Maritime Provinces Website address: area_91@hotmail.com For General (type area mail in the subject line) For the Delegate (type delegate in the subject line) For the Webmaster (type webmouse in the subject line) For Group Updates (type updates in the subject line) Al-Anon Members Website The password is your home group name followed by afg WSO: wso@al-anon.org 1

2 MARITIME ASSEMBLY SERVICE GUIDELINES FOR OFFICERS, COORDINATORS AND DISTRICT REPRESENTATIVES These service guidelines are for the Maritime Assembly and are in addition to those listed within the Al-Anon/Alateen Service Manual (P-24/27) and WSO Guidelines. Page Chairman... 3 Alternate Chairman/Alateen Coordinator.. 3 Delegate 4 Alternate Delegate/Forum Representative.. 5 Treasurer 5 Alternate Treasurer 6 Secretary 7 Alternate Secretary/Group Records Keeper 8 Archivist. 8 Public Outreach Coordinator. 9 News & Views 10 Technology / Website.. 11 District Representative 12 District Representative of District Hosting Assembly. 13 Guideline for Hosting Assembly. 13 Guideline for Hosting AWSC.. 14 Guideline for Literature Depot 14 Guideline for Website and Address. 15 Area #91 - Alateen Requirements.. 16 Maritime Area Anniversary Greetings 17 WSO & Website Resources 18 Communication within AWSC/Assembly. 19 Supporting the Success of AWSC Officers or Coordinators. 20 2

3 Chairman 1. Chairs Assembly and the Area World Service Committee Meeting. 2. Communicates with District Representatives, Officers and Coordinators regarding Assembly business as necessary. 3. Attends to agenda details of Assembly and AWSC meeting (including members for workshops if not already decided at Assembly and AWSC meeting). 4. Invites special guest (when applicable) and makes arrangements for accommodations or appoints someone else to do so. (This may be done with assistance from the Delegate) 5. Informs AA of the dates of our Assembly in order to avoid Provincial Round-Up being held on the same weekend. 6. Communicates with districts on a regular basis via News & Views. 7. Appoints someone to fill Assembly Officer and/or Coordinator position (except Delegate) if Officer or Coordinator resigns or becomes unable to fulfil the position before term is finished and there is no Alternate. 8. Communicates regularly with Alternate Chairman and Delegate. 9. Communicates with host district to ensure a member is appointed as team lead for scrutineers for Election Assembly. 10. Works very closely with host district of Assembly in making arrangements for facilities, requirements and signing of contracts. Assembly Chairperson gives final approval of any contracts before they are accepted. It is the Chairs responsibility to review these contacts for accuracy, penalty clauses or other clauses that may ultimately affect Area 91, financially and spiritually. 11. To receive and inspect the financial statements of Area 91, Literature Depot and News and Views on a regular basis (a minimum of every three months). 12. Maintains a regular communication for AFG Connects and other communication modes with WSO. 13. Shares a responsibility with the Treasurer to review the Area Liability Insurance Policy renewals and advises the AWSC if and when changes are required. Alternate Chairman/Alateen Coordinator/Area Alateen Process Person 1. Communicates regularly with Assembly Chairman. 2. Helps the Chairman carry out his/her duties as necessary. 3. If for any reason the Chairperson is unable to finish their term of office, the Alternate Chairperson steps in to take over the Chairperson s duties. 4. Receives Alateen information from WSO, answers any requests, and forwards information to districts as necessary. 5. Keeps an up-to-date list of Alateen groups in Assembly Area and gets annual reports from each district. 6. Communicates regularly with Delegate and/or WSO, groups and districts as necessary via News & Views. 3

4 7. Share ideas with WSO that are working in our groups and Assembly Area for WSO s Alateen Coordinators Newsletter. 8. Encourages Alateen participation in all Al-Anon/Alateen days as well as AA events that have Al-Anon participation, if possible. 9. Compiles a report on the Alateen groups for Assembly and AWSC meeting and a. Gives a written and oral report at these meetings, b. Provides the Assembly Secretary with a copy of that report,(via ) c. Provides a copy of the report to all the Officers, Coordinators and District Representatives, d. Provides WSO a copy of the report or highlights from it. 10. Serve as Area Alateen Process Person as per the Area 91- Maritime Provinces Alateen Requirements. a. Become familiar with the Area # 91- Maritime Provinces-Alateen Requirements especially those items concerning the AAPP. b. Each Feb/March WSO will notify the AAPP via that it is time to recertify/inactivate AMIAS. c. The AAPP will complete this process by accessing the WSO online Group Records site. d. The AAPP will update these changes on the WSO online Group Records site. 11. Arrange monthly schedule for AMIAS working the Alateen Online Chat meetings. 12. Keep record of attendance for Online Alateen Chat Meetings. 13. Participate in conference phone calls organized by the WSO and participate in AFG Connects when appropriate to do so. Delegate 1. Attends the annual World Service Conference in Virginia Beach or other locations as announced. 2. Understands and carries out the responsibilities of the Delegate as outlined in the Al-Anon Service Manual and as suggested by the Area. 3. Submits a summary written report of World Service Conference activities and decisions through the News & Views, before Assembly. 4. Prepares an oral presentation to Assembly soon after World Service Conference using Information Technology (IT) and the Knowledge Based Decision Making (KBDM) process, whenever possible. 5. Prepares and presents a report to AWSC updating on WSO news and activities. 6. Prepares to address any comments and questions at Assembly and AWSC, regarding written reports, presentations and World Service Conference (WSC) Summary. 7. Provides the Area Secretary with copies of all reports and presentations. 8. Communicates all information to WSO from Area, and from Area to WSO, in timely fashion using , e- communities, chat line, conference calls, regular mail, or telephone. 9. Communicates regularly with AWSC members regarding WSO and Area matters that come to the Delegate s attention between Assembly and AWSC. 10. Visits and supports Area districts and groups by attending meetings and workshops, as requested, and/or at discretion of Delegate and/or personal schedule permits. 4

5 11. Works closely with Area Chairperson in planning agenda items and preparing information for Assembly and AWSC. 12. Supports the Area Officers and Coordinators with their responsibilities. 13. Involves Alternate Delegate whenever possible or necessary in Delegates activities. 14. Communicates with the Area members through the News & View newsletter. 15. Prepares Al-Anon and Alateen Group special anniversary certificates as requested by the District Representative. The certificates are for 25 th and 50 th anniversaries and any fifth one after that. The Delegate sends the certificate directly to the Group Representative. 16. Collects names, mailing addresses, s addresses and telephone numbers of all incoming District Representative s, Officers and Coordinators and sends this new updated list to WSO and the News and Views. Alternate Delegate / Forum Representative 1. Communicates regularly with Delegate and/or WSO, groups and districts as necessary via News & Views. 2. Gives a written and oral report to Assembly and Area World Service Committee meeting. Provides a copy of the report to all the Officers, Coordinators and District Representatives, if possible, beforehand by Shares ideas on how groups can encourage subscriptions, distribution and awareness of The Forum. 4, Be prepared to take orders for subscriptions to The Forum at Assembly, issuing receipts, and sending the funds to World Service Office. 5. The Alternate Delegate works along with the Delegate as much as possible in communicating with the groups. 6. He acquaints himself with all the Delegate s duties, so that if the Delegate is unable to finish his three-year term, the Alternate can step in to complete it. 7. If the Alternate must complete the term, a temporary Alternate is at once appointed by the Chairman from among the District Representatives to act until a special Assembly can be called to elect a new Alternate. 8. Maritime Assembly has appointed the Alternate Delegate to serve as Forum Coordinator 9. Maintains the Forum binder of articles and sharing s for Area 91. Treasurer 1. Handles and receipts all Assembly collections and funds. This includes Assembly registration fees and the collection of the group payments for their equal share of the cost for the Area Liability Insurance Policy. The Treasurer may delegate the collection of group insurance payment to Alternate Treasurer. 2. AWSC has decided that the treasurer, alternate treasurer and a member of the AWSC would now be the three signing members on the Maritime Assembly bank account. This means that the third name on the account can now be the District Representative of the Treasurer s home district. Blank cheques cannot be signed (for any reason). 3. All contributions and payments to be made to Maritime Assembly Fund, not to Treasurer s personal name, with groups/districts utilizing the contribution forms provided by the Treasurer and in News & Views. 5

6 4. Distribute contribution forms to District Reps at Assembly and AWSC meetings, and give receipts at that time. 5. Disbursements: 5.1 Pays all expenses of Assembly. AWSC expenses are not paid, except for AWSC related special requests - up to a maximum of $500 annually. 5.2 Pays insurance policy annually in July. 5.3 Sends Delegate s equalized expense sum to WSO by December 31 st each year. 5.4 Sends the Delegate the extra expense sum of $550, needed for Conference, by no later than Mar 15th (not optional, must be sent). In addition, send a cheque, up to a maximum of $50 (in lieu of souvenirs), to WSO. 5.5 Pays travel allowance to the Delegate for travel within the assembly area, up to $ annually. 5.6 Pays advance of $ to the Host District of Assembly in accordance with the Guidelines to Host Assembly. 5.7 Provides operating expenses to Officers or Coordinators, if requested, in the following maximum annual amounts: Public Outreach Coordinator $300; Delegate and Secretary $250.00; Chairman and Treasurer amounts $150.00; all other Officers and Coordinators $ Reimburses Officers and Coordinators operating expenses once yearly at Assembly. Expenses incurred by Officers and Coordinators to attend the Assembly and AWSC meeting (if not already paid by groups/districts) are paid as soon as expense forms are received. 6. Gives a written and oral report to Assembly and AWSC meeting of the previous financial period. Provide a copy of the report to all Officers, Coordinators and District Reps., if possible, beforehand by . Present a proposed budget at Assembly for the upcoming year, in a format suitable for projection on a large screen. 7. Treasurer will submit an interim financial report in the News & Views in the February and April editions, in addition to the financial reports in June at Assembly and October at AWSC. 8. s the Maritime Assembly Fund Bank statement to the Delegate and Chairperson on a monthly basis. Receives & reviews copies of monthly bank statements from News & Views and Literature Depot. 9. The Area Treasurer will be responsible for maintaining all ledgers and copies of original financial transactions for seven years, for and should ever an audit be required for any reason. The eighth year may be disposed of by shredding of all documents. 10. Photocopy your ledger entries annually and have them audited prior to releasing them to the succeeding Treasurer. Send the photocopies to archives after auditing. 11. Transfer of Maritime Assembly funds to the Incoming Treasurer must be in the form of a Direct Bank Transfer into an account already set up in the name of the Maritime Assembly Fund. 12. Communicates regularly with the Alternate Treasurer and with groups via News & Views. 13. Shares a responsibility with the Area Chair to review the Area Liability Insurance Policy and advises the groups at Assembly, when possible, what the group's share will be. 14. Stores the insurance policy in the Treasury files and handles inquiries regarding the policy. Alternate Treasurer 1. Communicates regularly with the Assembly Treasurer, and helps the Treasurer carry out his/her duties where necessary. 2. Assists Alternate Delegate by taking subscriptions for the Forum at Assembly. 6

7 3. Will be a signing member on the area bank account. 4. Assists the Treasurer with the collection of the yearly group fees for the liability insurance. 1. Takes minutes of Assembly and AWSC meetings. Secretary 2. Submits minutes of Assembly and AWSCM to the News and Views. 3. Presents minutes to Assembly and AWSCM by reading them, or asking for consensus not to read the minutes but have minutes accepted as published in the News and Views. 4. Compiles all recommendations for Assembly after March 15 th, then sends the recommendations to the News and Views by April 1st. 5. Brings copies of the last Assembly motions to AWSCM and distributes them to all Officers, Coordinators and DR s. 6. Sends a copy of all minutes and motions to Area Archivist. 7. Takes care of any correspondence following Assembly and the AWSCM. Also takes care of all requests between these meetings. 8. Keeps the Assembly Secretary binder up to date. 9. At Assembly Election year: a) Comes to Assembly with sufficient ballots for voting and sufficient copies of the form Area 91 - Election of Officers and Coordinators. (This form is found in the Secretary s binder.) b) On flip charts or overhead projection screen lists all names of candidates for Area positions. 10. Communicates with District Representative s through the News and Views or by Has copies of all motions and service guidelines. 12. Communicates regularly with Alternate Secretary and when necessary reaches out to past Secretary for guidance and support. 13. Uses the most current Al-Anon/ Alateen Service manual and encourages its use at all levels of service. 14. Takes roll call of all Officers, Coordinators and District Representative s at Assembly and the AWSCM. 15. On workshop years passes out copies of Area 91 Workshop Reporting Guide found in binder) form to all workshop hosts. 16. Brings file folders and file holders to Assembly and AWSCM meetings. These are to be used for all reports. Any reports or Conference Summaries not collected are to be ed by the secretary. 17. Submits a complete copy of Officers, Coordinators and District Representative s contact information to the February News and Views. The rest of the year only submits changes. 18. Has some degree of computer proficiency and has some typing ability. 19. Secretary chooses method and assistance for editing minutes before final version is distributed. 7

8 20. Places a notice in the February issue of the News & Views each year advising that the Area will send Congratulations and Best Wishes to groups celebrating anniversaries or a Congratulatory Certificate for major milestones. (see Group Anniversary Wishes from Maritime Assembly in the Maritime Guidelines) Alternate Secretary / Group Records Coordinator 1. Receives a copy of group lists from each district before each Assembly in June. 2. Compares group lists with WSO records for errors or new groups, and informs the appropriate District Representative of discrepancies, and makes all necessary changes accordingly. 3. Gives a written and oral report to Assembly and AWSC meeting, and provides the Assembly Secretary with a copy of the report. Provide a copy of the report to all the Officers, Coordinators and District Representatives, if possible, beforehand by Informs Website Committee of group changes, for timely updating of the Area Website. 5. Preferable to have reliable computer access/skills where the records are computerized documents, and to communicate with WSO (for group updates and to receive the WSO printouts), Area members and the Website Committee. 6. Keeps the Assembly Alternate Secretary and group records binders up to date. 7. Be fully prepared to assume the duties of the Assembly Secretary, should he /she not be able to fulfill those duties, either on a temporary basis, or for the remainder of the term. 8. Participate in conference calls when contacted by WSO s group records coordinator. If you cannot participate, contact your Delegate or Alternate Delegate for their assistance. 9. Frequently check on AFG Connects for updates from WSO. Archives Coordinator 1. Collects all material appropriate to Assembly, protects and stores same in electronic format as well as some paper materials. The three 8GB capacity USB Flash drives are currently in the possession of the Archives Coordinator and two officers chosen by the AWSC. The names are in the AWSC yearly report for reference. 2. Communicates with the persons holding the backup electronic copies of the archives to ensure they make all updates or sends all updates to those people. 3. Brings some, or all, of archives to Assemblies for viewing. Archives coordinator chooses which binders to bring. 4. Encourages members and groups to donate to the Archives. 5. Checks our website to see if there are new groups. Contacts DR for Group History. 6. Communicates with districts via News & Views on a regular basis. 7. Gives a written and oral report to the Assembly and AWSC meeting, providing the Assembly Secretary with a copy of the report. Provides a copy of the report to all the Officers, Coordinators and District Representatives, if possible, beforehand by . 8 The Maritime Archives Coordinator should have enough space in his/her home to store 3 large plastic storage containers. 8

9 9. Files all reports of the Assembly and Area World Service Committee meetings. Asks the Secretary to keep all reports and turn them over to archives when no longer needed. (This is in case some reports aren t given to archivist.) 10. Keeps all binders up to date. 11. Does a workshop at Assembly in the first and second years of the three year term. 12. Encourages groups to send in their group histories. 13. Encourages long time members (15 years or longer) to send in their service/ personal stories. 14. Communicates with the Archives Coordinator at the World Service Office (WSO) by AFG Connects. 15. All new reports are the responsibility of the districts as they have been provided with USB drives for storage. 16. The Archivist will send updates of missing material to Districts for their USB drives. Public Outreach (PO) Coordinator 1. Communicates, as necessary, with WSO through mail, , conference calls, telephone and the Public Outreach e-community. 2. Creates and maintains an up-to-date distribution list (group list) of Public Outreach contacts for all districts in Area 91, and uses this list to communicate all notices, reports, and other information to all PO contacts from each district (when there is no appointed PO contact in a district the DR s name will automatically be used as the PO contact). 3. Sends out an Area PO report to all District PO contacts before Assembly and AWSC, and presents and submits this report to at Assembly and AWSC. 4. Encourages all Area PO contacts to submit a District PO report to the Area Coordinator two weeks before Assembly and AWSC. 5. Sends a copy of Area PO report (or highlights) to WSO after Assembly and AWSC meetings. 6. Attends to any PO calls or messages forwarded from WSO or the Districts in a timely manner. 7. Conducts all activities related to PO projects and information received from WSO and the Area. 8. Works with the Webmaster/Technology Coordinator to have PO notices and articles from WSO and Area placed on the Maritime Website. 9. Submits regularly, the latest PO news, projects and general information from WSO and Area to each issue of the News & Views newsletter. 10. Encourages all Districts to participate in, and support any PO projects coordinated by WSO or the Area. 11. Participates in PO outreach and committee projects with the Area Delegate and WSO when opportunities arise. 12. Encourages and supports all Area 91 districts with regular and new PO activities. 13. Have access to a computer and be comfortable using and other IT means of communicating. Have good communication and people skills. 9

10 14. Facilitates PO workshops at Area 91 Assemblies and/or AWSC, as required/requested and Facilitates PO workshops throughout the year as requested by any District in Area Keeps up-to-date mailing lists. News & Views 2. Sends reminder of renewal for subscription with last issue. 3. Includes Assembly and AWSC meeting minutes in newsletter as soon as possible after each event. 4. Sends a complimentary issue of every edition to each Assembly Officer and Coordinator via Has newsletter photocopied at a commercial venture such as Staples, UPS, etc, depending on which may be available in the community where the News & Views is located. 6. Financial reports will be prepared, dated & signed and will be presented to AWSC and Maritime Assembly with copies made for all Officers, Coordinators & District Representatives. The News & Views Coordinator will send bank statements to the Assembly Chairperson on a timetable requested by the Assembly Chairperson. A supply of expense forms and copies of all reports are to be kept in the binder for future Editors. Seven years of all financial statements and expenses are to be maintained, either by paper or digital media, The News and Views Coordinator will be responsible for maintaining all ledgers and copies of original financial transactions for seven years, for and should ever an audit be required for any reason. The eighth year may be disposed of by shredding of all documents. 7. A separate bank account is to be established for the Newsletter. The name on the account will be News & Views. There will be three member s names on the account including the News & Views Coordinator, District Representative and one other member. Two signatures will be required on all transactions. All cheques for subscriptions are to be made out to News & Views. 8. Deadline for submissions is the 1st of the month - no exceptions issues are to be mailed/ ed by the 15th of the month. February, April, July, September & November publications dates must be kept in mind for any information to be used for announcement or scheduling purposes. Submissions for anniversary meetings, Al-Anon Family Group days, etc. that have already taken place are also welcome. 9. The News & Views Coordinator will work with a selection committee of two or more Al-Anon members familiar with the Traditions & Concepts of the program to screen material for the newsletter. Members should make it their newsletter by submitting information, reports and service sharing. (June 3, 1978 motion) 10. Write-ups about events held will reflect the participation of all its members no one individual should be singled out for special attention. Items of a personal nature will not be published. In keeping with Concept 10, the Newsletter Editor will suggest sending personal sharing to the Forum. Please include a phone number and/or address in case there are questions concerning content. 11. The newsletter (layout and content) will be evaluated at least once every three years by the Area World Service Committee to ensure that submission guidelines are being followed and AWSC will make revisions as required. 12. Permission to Reprint approval for any Conference Approved Literature that you are sending to the newsletter is the senders responsibility. Uniform terms as defined in the Al-Anon Family Groups Service Manual, Handbook Section should be used. Al-Anon should be spelled correctly & AFG should always be written out in full as Al-Anon Family Groups. 13. Submissions must be in MS Word using black text, Arial 10 font, with no links or colored text/images. Handwritten articles should be written clearly on one side of the paper, with name, address and phone number included. Anyone sending in content for the newsletter should be familiar with G-21 Guidelines for Newsletter Editors for suggestions on what to submit. 10

11 14. Compiles and gives a written and oral report to Assembly and AWSC meeting, and gives a copy to the Assembly Secretary. Provides a copy of reports to all the Officers, Coordinators and District Representatives, if possible, beforehand by The committee will send a reminder notice to all Officers, Coordinators, and District Representatives that a newsletter publication is 2-3 weeks away. This reminder will be sent via . Technology Coordinator / Website 1. Write out and keep Technology job description updated 2. Keep Assembly updated on the website 3. Help any member with technology problems 4. Give workshops at Assembly as required. 5. Communicates regularly with Delegate and/or WSO, groups and districts as necessary 6. Communicates with groups/districts as necessary personally and/or through News & Views 7. Check Web Coordinators AFG Connects site at WSO regularly 8. Gives a written and oral report to Assembly and Area World Service Committee meeting 9. Provides a copy of the report to all the Officers, Coordinators and District Representatives, if possible, beforehand by 10. Provides a copy of the report to Assembly Secretary for minutes 11. Check Area minimum 3 times per week and respond to s immediately 12. Update Area Website with changes as soon as due, or as necessary 13. Liaise with Web mouse re formatting changes on website 14. Liaise with website committee members on major content changes on website 15. Add updated documents as necessary after Assembly and AWSC 16. Add or modify Group listings as information is received from groups/districts, or from the Area Group Records Coordinator 17. Add calendar events as soon as they are received 18. Sanitize and add each issue of News & Views to website when next issue comes out 19. Keep Area Log and Area Resources pages updated with current information/files 20. Liaise with Assembly and AWSC Host Districts and update host district updates in Assembly/AWSC pages as received 21. Pay annual renewal on website and submit as expense to Assembly 22. Provide Web stats to Assembly annually and District 7/11 AIS monthly 11

12 23. Keep track of expenses for position and submit report to Treasurer each Assembly 24. Assist members with power point presentations 25. Assist running projector at Area functions, when present 26. Keep Warranty paperwork on Area Projector; share Projector with officers/coordinators that may need it for presentations between area meetings, along with the screen. District Representative 1. Receives PI, CPC, and Institutions materials from Public Outreach Coordinators, when there is no service committee in the district. 2. Prepares a report of all service activities in their district for the Public Outreach Coordinator and sends report to him/her no later than May 1 st. 3. Compiles and presents a written and oral report to Assembly, as directed by the Chairman, providing a copy of that report to all Assembly Officers, Coordinators and other District Reps, If possible, beforehand by Completes a Record of Groups and Group Representatives form of all the groups in their district prior to Assembly, and provides a copy of that form to the Group Records Keeper, Archivist and the Website Committee at Assembly. And, if financially feasible, provides a copy of that form to all Assembly Officers, Coordinators and other District Reps at Assembly. 5, Forwards all changes regarding groups in their district to the Group Records Keeper and Website Committee between Assemblies. 6. Initials the Al-Anon Member Involved in Service Form prior to sending the form to the Area Alateen Process Person as outlined in the Area #91 - Maritime Provinces - Alateen Requirements. 7. Communicates regularly with the area via News & Views regarding district activities. 8. All new reports are the responsibility of the districts to save as they have been provided with USB drives for storage of such items as meeting minutes, officer, and coordinator list, and DR lists.. District Rep of District Presenting and/or Receiving Bid to Host Next Assembly 1. Asks and receives from Assembly Secretary a current copy of Guidelines For Hosting A Maritime Area Assembly. 2. Keeps in touch with Assembly Officers via News & Views, letter, or phone, as necessary, during planning stages as per above mentioned guidelines. 3. Presents AWSC meeting with at least two choices/options for discussion and consideration, and the Area World Service Committee will make the final decision. 12

13 GUIDELINES FOR HOSTING MARITIME ASSEMBLY 1. Preferable to schedule Assembly on the 1st full weekend in June. 2. Host District to have 2 or 3 best options, whenever possible, for facilities, which the AWSC will consider and make the final decision. (This includes facts and cost figures for each option). 3. The number of rooms to be established to accommodate meetings including workshops. One large room to accommodate at least 125 people. (Be cognisant of attendance numbers for the past 3 years) 4. Whatever location / facility that are presented to AWSC for consideration, it is important to list the surrounding eating places, parking lots, other hotel / motels and religious facilities. 5. Be aware of all the regulations which may be specific to the facility (ie. smoking, alcohol, etc.). 6. PA systems - to include 2 floor microphones, 1 podium microphone and 1 or 2 head table microphones ( as situation dictates ). (Is the sound system complimentary?) Host District should test all before Assembly begins. Where and when available, electronic equipment (computer hookups, screens, sound, etc.) should be reviewed and tested by the Technical Coordinator prior to Assembly. 7. Tables required: Literature Depot - 5, 1 table each for Archives, Registration, Hospitality, News & Views, and Forum. Secretary's supplies- 1 large table shared by Treasurer. 8. Make sure that no other conference / convention is going on at the same time, in the same facility, conflicting with our Assembly. 9. Flip Charts (with ample paper and markers), 2 for election year and 1 for all others. 10. Signed contract prior to Assembly to protect both sides, from possible price change or penalty clauses. (Signed by the Host District Representative after approval by the Area 91 Chairperson and/or the Delegate). 11. Check with hotel / motel and see if late check-out is possible on Sunday, if necessary. 12. Minutes of Host Committee meetings be sent to Assembly Chairperson. 13. Updates be included in the November & April issues of News & Views. 14. Refreshments at Assembly will be paid for on an individual basis. This includes snack and food items available at breaks. (check motion passed in 1992.This may be included in the meal pricing per individual) 15. $200 advance from Assembly to Host District to be used for expenses incurred by the host district (Examples are: facility deposit, microphone costs, flip charts, stamps). Any funds remaining from the advance must be returned to Assembly, together with a breakdown (receipts) of monies expended 16. If a meet and greet is held Friday with appetizers, it is at host district expense. The decision to host a meet and greet will rest with the host district. 17. Host District provides Closing Speaker for Sunday morning at Host District expense. 18. Scrutineers (4) will be required during all voting periods. 19. Any gifts / tokens provided in the Assembly registration packets are at the Host District expense. 20. All Assembly Officers and Coordinators are exempt from paying the Assembly Registration Fee. 21. All Registration Fees collected by the host District are turned over to the Maritime Area Treasurer to go into the Maritime Assembly Fund. 13

14 GUIDELINES FOR HOSTING AREA WORLD SERVICE COMMITTEE MEETING 1. Is held on the first Saturday in October. 2. Is held in conjunction with an Al-Anon Day, arranged by the hosting District. 3. Facilities in the committee meeting room to house people, tables & chairs. 4. Separate room to house Al-Anon Day meetings and lunch / refreshments. 5. A lite lunch provided by Host District; AWSC participants are fed first in order for them to get back to the committee room on time. 6. Registration Fee to cover cost of noon meal and breaks will be posted in the September News and Views. Funds go to the Host District. All participants must pay the Registration fee. 7. Information on Accommodations & Restaurants, Maps, etc, is to be provided to News & Views for the July issue, with a follow up / reminder in the September issue. GUIDELINES FOR MARITIME ASSEMBLY LITERATURE DEPOT 1. The Treasurer s books are audited annually on April 30 th. 2. A separate bank account is established for the Literature Depot. The name on the account will be Maritime Literature Depot. There will be 3 members names on the account including the Literature Depot Coordinator, Depot Treasurer and if possible the Chairperson of Assembly. Two signatures will be required on all transactions. All cheques are to made out to the Literature Depot not the Literature Depot Manager. 3. A petty cash fund of $ is established for photocopying, stamps, etc. 4. The Literature Depot will remain stationary until a change becomes necessary. At that time the A.W.S.C. will elect a new Literature Depot Coordinator The Literature Depot will send monies by cheque to Assembly twice a year. The amounts are subject to change by Assembly s need or the Literature Depot s financial stability. - The Literature Depot can issue cheques for any operating expenses. 6. The Literature Depot will not take any phone orders. 7. The Maritime Assembly Depot will be insured for $ The Literature Depot Coordinator does not need to have assurance. Assurance means he/she is not bonded to assure us that the funds are secure. The process is complicated and very costly. Our Literature Depot Coordinator is a trusted servant. 9. A computerized inventory/accounting system can be used at the discretion of the manager. 10. Rent of facilities to house the Literature Depot may be considered in the future, if needed. 11. The Literature Depot have a place on the District agenda of the area where the Depot is housed. a) This will make the district aware of how the Depot functions. b) The district will, by vote, approve of the yearly auditor of the Depot s financial books. c) The district will be available to help the Depot brainstorm ideas and help with Depot problems. 14

15 12. The Literature Depot Treasurer sends bank statements to the Assembly Treasurer and Assembly Chairperson on a time table requested by Assembly Chairperson. 13. The Literature Depot Coordinator and Treasurer (if they are not the same person) will be funded to attend Assembly and A.W.S.C.M. 14. The Literature Depot Coordinator will be responsible for maintaining all ledgers and copies of original financial transactions for seven years, for and should ever an audit be required for any reason. The eighth year may be disposed of by shredding of all documents. GUIDELINES FOR THE AREA #91 WEBSITE & ADDRESS Revised at the AWSCM Oct 3, 2009, Fredericton, NB 1. That the Area #91 website be an information website only with a goal of providing information about Al- Anon and Alateen in the Maritime Provinces. This information may be accessed by potential newcomers to our fellowship; current members of our fellowship; and by professionals looking for information for their clients. 2. That there be an Area Website Committee to review requests for additions, deletions to the website and to oversee the website follows these Area Guidelines and the 12 Traditions of Al-Anon/Alateen. The committee be comprised of at least 3 Al-Anon members, of which one must be serving on the AWSC within the Area, to make reports to Assembly and AWSC. 3. That the site a volunteer Webmaster approved by the Area Website committee. The Webmaster will be responsible to, and accept direction from the Area Website Committee. The Webmaster has the technical abilities to maintain the site under the direction of Area #91 via the website committee and the AWSC and will complete updates, additions and deletions to the website in a timely manner as received. 4. Where the Website has general public access, personal names, identities or contact information will not appear on the Area #91 website in accordance with Tradition District Representatives will be responsible to update meeting information on the website, by providing an updated meeting list to the Area Website Committee at Assembly every year. Between Assemblies, changes may be ed to the Area address or committee members personal addresses for updating. 6. The Website Committee will determine who has access to the password that gains access to the Area #91 account and who is responsible for checking this on a regular basis. 7. and Website Freeform inquiries received will be forwarded to the appropriate member of the area or committee for reply. Depending on the nature of the request, this may be an Area Officer, Coordinator or District Representative or Website Committee member. Updates, additions and deletions will be completed in a timely manner. 8. Area #91 will be responsible for all associated fees to maintain the website. 9. Alateen groups listed on website will be listed with WSO s 888 phone # to contact for meeting location information. Alateen groups meeting places address will not be listed on the website. 10. The Technology Coordinator duties will include the reports to AWSC and Assembly, as well as keep Assembly updated on the website, help any member with technology problems and to give workshops at Assembly. 15

16 Area #91 - Maritime Provinces - Alateen Requirements Alateen is for teenaged relatives and friends of alcoholics. It is a part of the Al-Anon program, thus Al-Anon members are responsible for Alateen members. Pursuant to the Board of Trustees Motion dated December 8, 2003, the Maritime Provinces Area have developed these Area Safety and Behavior Requirements for Alateen members, Alateen Sponsors, and Al-Anon members involved in Alateen service; and, Processes for Area Certification for Alateen Sponsors and Al-Anon members involved in Alateen service. Alateen Sponsors are responsible members of Al-Anon who attend meetings regularly and who help Alateens to focus on the principles of the program by sharing their own recovery experience gained through working the 12 Steps, 12 Traditions and 12 Concepts. An Al-Anon member involved in Alateen service is an Al-Anon member who is directly responsible for Alateens while being of service to Alateen. This includes, but is not limited to, members transporting Alateens to and from Alateen meetings and events, chaperones of Alateens at Alateen meetings and events, Area Alateen Coordinator, Area Delegate, Area Chairman, and Area Alateen Process Person. 1. Every Al-Anon member involved with any Alateen service must: a. Be an Al-Anon member regularly attending Al-Anon meetings. b. Be at least 21 years old. c. Have at least two years in Al-Anon in addition to any time spent in Alateen. d. Not have been convicted of a felony (USA) / indictable offence (Canada). e. Not have been charged with child abuse or any other inappropriate sexual behavior. f. Not have demonstrated emotional problems which could result in harm to Alateen members. 2. There must be at least one Alateen sponsor at every Alateen meeting or event. A minimum of two sponsors is recommended. Al-Anon members who are also members of AA (Alcoholics Anonymous) may serve as sponsors by virtue of their Al-Anon membership. 3. Any overt or covert sexual interaction between any adult and Alateen member is prohibited. 4. Any conduct contrary to applicable provincial and federal laws is prohibited. 5. Parental permission and medical care consents must be signed when applicable. Usually when applicable would refer to any time an Alateen Sponsor or other Al-Anon member involved in Alateen service is providing transportation for Alateens, or for attendance at an Alateen event, convention, or conference. This does not refer to attendance at an Alateen meeting. 6. The Maritime Area Requirements have been reviewed by local counsel for compliance to provincial and federal requirements and laws. 7. All Al-Anon members involved in Alateen service (including sponsors) must provide a criminal record check (obtained from their local police) to the Area Alateen Process Person (AAPP). Initially, when submitting the Al-Anon Member Involved In Alateen Service Form to work with Alateens, and every 3 years when Assembly rotates office (ie: Next due January 2007). The only exception are members who submit an Al-Anon Member Involved In Alateen Service Form and criminal record check in the 6 months preceding the next deadline (ie July to December 2006). If a member must pay a fee to obtain the criminal record check, the member may be reimbursed by their District. 8. The Maritime Area designates the Area Alateen Coordinator as the Area Alateen Process Person (AAPP), for the purpose of being the liaison between the World Service Office and the Area regarding certification of Alateen Sponsors, Al-Anon Members Involved in Alateen Service, and with registrations of Alateen groups (new or changes). 9. In order to participate in Alateen Service, all sponsors and any Al-Anon member involved in Alateen service are required to initially sign and submit the Al-Anon Member Involved In Alateen Service Form confirming and acknowledging her/his agreement with and willingness to abide by these Maritime Area Requirements. This form should be submitted via the members District Representative, who initials the form and forwards it to the AAPP who would sign, and then send the form to the World Service Office for 16

17 processing. The Area s list of Alateen Sponsors and Al-Anon Members involved in Alateen service will be recertified annually each July. 10. All new Alateen group registrations and registration changes shall first be sent to the AAPP, who would sign, and then send the form to the World Service Office for processing. 11. Any contact information changes or status changes for Alateen Sponsors, or Al-Anon member involved in Alateen Service are to be sent to the AAPP, using the Al-Anon Member Involved In Alateen Service Form or the Al-Anon Member Involved In Alateen Service Status Change Form. The AAPP will sign, and then send the form to the World Service Office for processing. 12. Annually each March, the Al-Anon member Involved in Alateen Service Annual Certification Form will be sent by the World Service Office to the AAPP for verification and signature. It will be returned to the World Service Office by July that same year. 13. The World Service Office will be sending all forms to the AAPP for verification and signature, if the forms were sent directly to the World Service Office by an Alateen Sponsor, an Al-Anon member Involved in Alateen Service or Alateen group. Once verified, the AAPP will return the form to the World Service Office for processing. 14. Sponsors or meetings that do not meet these minimum requirements may be prohibited from using the Alateen name and may be removed from local meeting listings/directories as well as from the World Service Office group records. Al-Anon members involved in Alateen Service who do not abide by these requirements will be required to discontinue in Alateen service. 15. All Alateen groups, including Alateen Institutions groups (also known as Introductory or Limited Access meetings), must abide by these requirements. 16. The AAPP will /mail a letter of confirmation, acknowledging receipt of any forms submitted (AMIAS, registration, status change) and forwarded to WSO, as well as receipt of criminal record checks, to the District Representative of the submitter s district. 17. Any portion of these Requirements may be amended by the Maritime Area with the exception of those portions set as a minimum by the Board of Trustees Motion dated December 8, Those excluded portions are contained within #1 through #6 above. The list of associated forms for the Maritime Area #91 Requirements are: Area Alateen Process Form Al-Anon Member Involved In Alateen Service Form Al-Anon Member Involved In Alateen Service Status Change Form Alateen Registration / Group Records Change Form Al-Anon Member Involved In Alateen Service Annual Certification Form Area #91 Information and Permission Form Area #91 Medical Information Form Updated by AWSC (October 2009) & Approved Legal Opinion (March 2005), Dated: October 3, Group Anniversary Wishes from Maritime Assembly The Assembly Delegate will, on behalf of Maritime Assembly, Area 91, send Congratulations and Best Wishes to groups in our area celebrating anniversaries. The Assembly Delegate will also send a Congratulatory Certificate from Assembly to any group celebrating a major milestone anniversary. 17

18 For 25 th and 50 th group anniversaries, or any 5 th year after their 50 th, please advise the Assembly Secretary (or any Officer or Coordinator, who will notify the Secretary) of these special milestones, preferably 2 months or more in advance, to allow time for the certificate to be prepared and delivered in time for the anniversary celebrations. The secretary will then send on a certificate recognizing these milestones. The Secretary will place a notice in the February issue of the News & Views each year advising that the Area will send Congratulations and Best Wishes to groups celebrating anniversaries or a Congratulatory Certificate for major milestones. WSO & WEBSITE RESOURCES To Find Area Web sites: Maritime Provinces: From WSO site: - Enter the following web site address: - Scroll to the 3rd Tab along the top of the Welcome page, and hover over How to Locate a Meeting. Click on Find a Local Meeting from the drop down menu. - Click on the State or Province name in which you live to find your area specific website address - Click on the website link listed for your area (selecting Nova Scotia, New Brunswick or Prince Edward Island will all bring up the Maritimes Website) To Access the Downloads Pages on the Maritime Area Website: - In the Maritime Provinces Website, - Go to the Member Pages, log in to site areaafgmember, password serenityodat - Click on the category of interest to access the files for download (Categories are Public Outreach, Assembly / AWSC Info, Computer Q/A, Area Resources, District Meetings, Delegate's Files, News & Views, Liability & Insurance, Member's Links, and Entertainment) To Access the WSO Members Web site: - Enter the following web site address: - Enter the name of your home group followed by "afg" in the password box (lower case) To Access Alateen Information on the WSO Members Web site: - Choose the Alateen Tab on the main page. Select the item of interest from the drop-down menu for Alateen information. To Access Publications on the WSO Members Web site: - Choose the Groups Tab on the main page. Select Group Resources from the drop down menu. Click on the item of interest (Service Manual, Group E-News, Guidelines, Forum, or Group Business) - Choose the Service Structure Tab on the main page. Select District Resources from the drop down menu. Click on the item of interest (Service Manual, Conference Summary, Area Highlights, Treatment facilities Outreach project or Guidelines) - Choose the Service Structure Tab on the main page. Select Area Resources from the drop down menu. Click on the item of interest (Area Highlights, Conference Summary, Team Events, Guidelines, Service Manual, Guide to Copyrights and Trademarks, or Presentations/Workshops/Skits) **There are other tabs to be discovered and a wealth of information to choose from. Happy Surfing! 18

19 Communication between AWSC Members and World Service Office (WSO) 1. Communication between officers and coordinators is essential for an efficient leadership structure within AWSC members of Area 91. At the present time, (Oct 2015) the majority of communication is conducted via with small portions of business conducted via telephone. All Officers and Coordinators holding a position on the AWSC is required to place and update in each edition of the News and Views, exception to this would be the July and November edition as these respective reports would be in the assembly or AWSC meeting minutes. 2. In keeping up with the current mode of communication, it is standard practice to have an address, or an buddy. Anyone wishing to become an officer or coordinator should feel free to do so, whether they have an address or not. We will assist in getting this individual an buddy. 3. Although, one may not have an account, it is encouraged to do so, as the communication and AFG Connects from the World Service Office all now are conducted through the internet. This mode of communication is faster, cheaper and enables the World Service Office to contact more groups, district and areas in a timely manner. 4. Who are the members of the AWSC, (Area World Service Committee)? These individuals are the elected officers and coordinators, the elected District Representatives or their representative. 5. A number of the Officer and Coordinator positions are supported from WSO through AFG Connects. When you hold a position that has a direct link to WSO through AFG Connects, you are expected to review these pages from time to time and if you have direct knowledge of the topic being discussed, to offer your experience in the sharing threads on these web sites. 19