Idaho AWSC Spring 2014 Al-Anon AWSC Meeting Minutes

Transcription

1 Idaho AWSC Spring 2014 Al-Anon AWSC Meeting Minutes The Idaho Area World Service Committee meeting was held at the Kopper Kitchen in Boise on March 8, The meeting was opened at 9:07 a.m. by Danielle E. with the Serenity Prayer followed by reading of the 12 Traditions and 12 Concepts of Service. Attendance Danielle E. Chair Jamie C. Website Nancy Jo W. Delegate Kris S. District 1 Representative Laurie B. Alternate Delegate Carol G. District 2 Representative Kathy Ba. Treasurer Linda A. District 3 Representative Terry A. AAISC Liaison Vickie B. District 4 Representative Barbara V. Alateen/AAPP Cass F. District 5 Representative Ladora B. Archives Janet D. District 7 Representative Paula N. Group Records Ruth B. Past Delegate Berta R. Literature/Forum Laura F. Past Area Secretary Kathy Bo. Newsletter Linda B. District 3 Treasurer Karen D. Public Outreach Carrie Ann R. GR from District 7 Absent Julie R. Area Secretary Trish O. District 6 Representative Committee updates Prior to this meeting Julie R. resigned as Area Secretary. Danielle appointed Berta R. to take minutes at this meeting and at the Spring Assembly. All reports for the minutes need to be submitted to Berta R. Anyone interested in becoming the new Area Secretary is encouraged to submit a resume. Reports Secretary s Report Laura F., outgoing secretary, reported. Minutes from the July 19, 2013 AWSC Assembly Guidelines meeting were read. A motion was made to approve the minutes. Motion passed. The committee waived reading of the minutes from the Fall AWSC meeting held July 20, A motion was made to approve the minutes. Motion passed. Minutes from the September 21, 2013 post-assembly AWSC meeting were read. A motion was made to approve the minutes. Motion passed. Prepared by Berta R. Spring 2014 AWSC Page 1 of 20Last Update 3/19/2014

2 Treasurer s Report Paula N., outgoing treasurer, reported financial information through the end of Kathy Ba. reported on current information. Treasurer Contact Information There is a new address for sending donations to Area: Idaho Area AFG PO Box 1819 Lewiston, ID Financial Review The financial review that is performed once every three years has been completed. It was very expensive compared to past reviews (last one was $100). Action: Kathy Ba. will research costs of a financial review prior to the 2016 budget year. Area Bank Account The bank account has been changed to Wells Fargo which has a branch in Twin Falls that Laurie can use to deposit assembly registration checks. Danielle as Area Chair has been added as a cosigner to the account. Banking Summary Year To Date As of March 5, 2014, income was $1,496.30, expenses were $ for a net income of $1, Note: the transfers showing on this report are occurring temporarily as a condition of free checking. Income/Expense Comparison by Payee Year To Date Shows income and expenses for 2014 as of March 5, Year End Account Balances As of December 31, 2013 the checking account balance was $622.22; savings balance was $9,087.02; net worth was $ Profit & Loss January 1-December 31, 2013 Total income for 2013 was $ ; expenses totaled $5, Net income for 2013 was $1, Fall Assembly P&L The Fall 2013 Assembly in Pocatello had a net profit of $1, This figure does not include costs of reimbursing committee members for attending the assembly Group Donations Total donations received in 2013: $ Area 13 Budget and Expense Sheet for 2013 Shows budget/actual history for 2011 through Prepared by Berta R. Spring 2014 AWSC Page 2 of 20Last Update 3/19/2014

3 Business Delegate s Report Nancy Jo W. reported. See her full report attached. She is prepared to attend the NWRDM in Spokane the weekend of March along with Kathy Bo., past delegate and Laurie B., alternate delegate. She is making arrangements to attend the World Service Conference in April. Coordinator Reports Alateen/AAPP Barbara V. reported. Full report attached. AAISC Terry A. reported. Full report attached. Archives Ladora B. reported. Full report attached. Forum/Literature Berta R. reported. Full report attached. Group Records Paula N. reported.new address to send group records information: Group Records Coordinator, PO Box 4051, Pocatello, ID Paula is able to update the WSO group records database online. Note: she can t open files on her computer at this time so groups need to mail changes to her. Full Report attached. Newsletter Kathy Bo. reported. Full report attached. Public Outreach Karen D. was absent during reporting no report given. Full report attached. Website Jamie C. reported. Full report attached. Appraisal comments from Fall 2013 Assembly Copies of the appraisal recap from the Fall 2013 assembly in Pocatello were handed out to the committee. Input from these recaps is used to plan future assemblies. Spring Assembly 2014 Host committee update May 17, 2014 Ruth B. reported. Two Eagle groups are hosting and have all volunteer positions filled. Registration at the assembly opens Friday night, May 16 at 6:00 p.m. There will be an open meeting at 8:00 p.m. at the hotel (Hilton Garden Inn, Boise) with several short speakers, topic Getting into action. There are several restaurants within walking distance. The assembly luncheon will be a buffet with turkey wraps, soup, and salad. There will be cookies in the afternoon. The flier is on the website along with a link to the hotel. Hilton rate is $89 + taxes for up to four people. Luncheon speaker will be Dixie L. from Seattle. We need at least 50 people to attend the luncheon to get the discounted meeting room. The hotel needs the final agenda 2 weeks prior to the assembly; deadline for luncheon count is 1 week prior. Spring Assembly 2014 Planning May 3 is the early registration deadline A damaged registration check was given to Linda A., DR from District 3 to take back to the sender for reissue. Berta will bring a chest for donations Two book giveaway: instead of books 2 subscriptions to The Forum magazine will be given to the two newest members in attendance at the recovery countdown. Program Ø GR Exchange Laurie will host. Prepared by Berta R. Spring 2014 AWSC Page 3 of 20Last Update 3/19/2014

4 Ø DR Exchange Danielle will host. There is a 12-person conference room reserved for the DR exchange. Ø Workshop #1 1 hour workshop on Archives. Ladora will host. Some show and tell with archives. Groups are asked to bring one item from their group that they have a question about, whether it belongs in archives. Ø Workshop #2 1 hour workshop on the topic New. Jamie, Laurie and Kris will host. Jamie will prepare some questions to use for breakout groups on the topic of being new: new members, new in service. Analogy of being new to planting a seed and the idea that we re all new in this together. Scenario presented on this topic was of a meeting where newcomers attend so the meeting covers Step 1 and shares for the newcomer. If newcomers are present several weeks in a row, then the meeting ends up repeating Step 1 over and over. How do we welcome newcomers while also serving the existing group members, find a balance. Ø Agenda item affirming the revised Policy and Procedures manual Fall Assembly 2014 Planning September 27, 2014 Barbara V. reported. Luncheon Need to sell 50 meals to get the meeting room free. Friday night mtg Local Friday night meeting at the hospital a short distance away. Hotels in area The Best Western Coeur d Alene Inn rates are $119/night + taxes. There are other hotels Motel 6 and Super 8 just across the parking lot. Speaker Local speaker, not chosen yet. Program ideas Sponsorship Service manual workshop Smingo game like bingo with service manual How do we welcome newcomers or do service without losing ourselves? Flyer Will be out after the Spring Assembly. Theme Vote to set the theme for the Fall Assembly as As We Understood. Unanimous vote. Cruise The annual District 1 Serenity Speakers Cruise sunset cruise with Al-Anon and AA speakers will take place the same day as the assembly. This is a separate event from the assembly with separate registration. Flyers on the website. Prepared by Berta R. Spring 2014 AWSC Page 4 of 20Last Update 3/19/2014

5 Assembly and AWSC meetings held together The committee discussed the idea of changing the scheduled AWSC meetings to be held in conjunction with assemblies rather than the current March/July meetings in Boise. ACTION: A thought force was formed with Laurie B. chair, Laura F., Terry A., Karen D., and Janet D. The thought force will use the KBDM process to assess pros and cons of the change. All AWSC members will answer the 5 KBDM questions relating to this issue and submit answers to the thought force. Kathy Bo. will query DOLs (delegates online) for information from other areas. The thought force will report back to the Fall 2014 AWSC meeting. Idaho Area 13 Policy and Procedures Manual After the Fall 2013 AWSC meeting, a draft of the policy manual was sent to the AWSC for review. At this meeting a final draft was presented and reviewed by the committee, with particular attention paid to the section on job descriptions. Motion: On page 7 the reimbursement section shall be consolidated to include AWSC meetings and assemblies under the same meal reimbursement rule [up to $50 with receipts per meeting]. Motion passed unanimously. Motion: To accept the Idaho Area 13 Policy and Procedures Manual as revised at the March 8, 2014 AWSC meeting. Motion passed unanimously. Action: the Policy and Procedures Manual will be presented at the Spring Assembly for a vote to affirm from the assembly. Berta will finalize the revision and send it to the website for posting. Newsletter Distribution List There is an old list of addresses associated with the Area website of members who signed up some years ago to receive the Area Outlook newsletter via . It is outdated and the committee discussed what to do with it. Action: Jamie will send out an to the distribution list in an attempt to determine which addresses are still good. She will then forward the clean list to Kathy to use in distributing the newsletter. Future Dates May 17, 2014 Spring Assembly in Boise at the Hilton Garden Inn July 26, 2014 Fall AWSC at the Kopper Kitchen, Boise September 27, 2014 Fall Assembly in Coeur d Alene The meeting adjourned at 3:56 p.m. with the Al-Anon Declaration. Berta R. Acting Area Secretary Prepared by Berta R. Spring 2014 AWSC Page 5 of 20Last Update 3/19/2014

6 Attachments (online readers click on the item to see the report) Agenda p. Treasurer s Report pp. Delegate s Report p. Alateen/AAPP Report p. AAISC (Boise Literature Center) p. Archives p. Group Records p. Literature/Forum p. Newsletter p. Public Outreach p. Website p. Prepared by Berta R. Spring 2014 AWSC Page 6 of 20Last Update 3/19/2014

7 Area World Service Committee Meeting Our Spiritual Principles in Action Saturday, March 8, 2014 Kopper Kitchen Restaurant, Boise, ID 9:00 am Serenity Prayer, Welcome: Danielle E., Area Chairperson Reading 12 Traditions Reading 12 Concepts of Service Introductions Member updates 9:20 am Secretary Report Julie R. & Laura 9:50 am Treasurer s Report Paula N. and Kathy B. 10:15 am Break (order lunch) Officers/Coordinators will order lunch on same ticket for area 10:30 am Delegate Report Nancy Jo W. 10:40 am Break 10:45 am Archives Coordinator Ladora B. 10:50 am Group Records Coordinator Paula N. 10:55 am Area Newsletter Coordinator Kathy B. 11:00 am Website Coordinator Jamie C. 11:05 am Literature Coordinator Berta R. 11:10 am AIS/LDC Terry A. 11:15 am Alateen Coordinator Barbara V. 11:20 am Public Information Coordinator Karen D. 11:25 am Appraisal Comments from 2013 Fall Assembly 11:45 am Break Lunch Served 12:30 pm Spring 2014 Assembly Update/Agenda/Workshops etc. 1:00 pm Fall 2014 Assembly Update/Theme Discussion 1:15 pm Assembly and Area World Service Committee together (Knowledge Based Decision Making) 2:00 pm Break 2:15 pm Job Duties/Policy & Procedure Manual update 3:15 pm Future Dates May 17, Spring Assembly - Boise September 27, Fall Assembly CDA May 2015, Spring Assembly Twin Falls September 2015, Fall Assembly District 7 (last time in Ontario) Agenda Prepared by Berta R. Spring 2014 AWSC Page 7 of 20Last Update 3/19/2014

8 May 2016, Spring Assembly District 6 (last time in Idaho Falls) Sept Fall Assembly District 2 (last time in Moscow) May 2017 Spring Assembly District 5 (last time in Pocatello) 3:20 pm AWSC Meeting Agenda and Available Dates 3:30 pm Today s Recap 3:45 pm Closing Al-Anon Declaration Budget Item 2013 Actual 2013 Approved 2012 Actual 2012 Approved Treasurer s Report 2011 Actual 2011 Approved AWSC Meeting Expenses Assemblies 1, , , , , , Committee Meetings , , , , Coordinators Alateen/AAPP Archives Forum/Literature Group Records Literature Center Liaison Newsletter Public Outreach Website Officers Alternate Delegate Delegate Chair Secretary Treasurer Operating Expenses Assembly Literature Background Checks Bank Charges Equalizer Expense 1, , , , , , Financial Review NWR Delegate Meeting , , TEAM Event ( NWRSS Exp) PO Box Rental Public Outreach Spanish Hotline Website Domain Name Website Hosting Totals 5, , , , , , Donation/Assembly Revenue 7, , , Al-Anon Day Assembly Seed Money , , , Totals Bank Accounts Prepared by Berta R. Spring 2014 AWSC Page 8 of 20Last Update 3/19/2014

9 Checking Savings 9, TOTAL Bank Accounts 9, Cash Accounts Cash Account 0.00 TOTAL Cash Accounts 0.00 Asset Accounts (1) Seed Money for Assemblies 1, Newsletter Reserve PO Box Deposits for Keys 2.00 TOTAL Asset Accounts 1, Net Worth $10, Footnotes 1 These are assets because we eventually get this money back. Assembly seed money Spring 2012 Assembly seed money ($500.00) Fall 2012 Assembly seed money ($500.00) Newsletter Reserve gives visibility to the money given to the Newsletter Editor until it is expensed. $4 deposit on Post Office box keys (Coeur d' Alene and Pocatello) Prepared by Berta R. Spring 2014 AWSC Page 9 of 20Last Update 3/19/2014

10 Income Details SubTotal Total Donations: Group & Member 4, Spring Assembly (Net)** 1, Fall Assembly (Net)** 1, Total Income 7, Expenses AWSC Member Expenses 2, Assemblies 1, Committee Meetings OFFICERS Alternate Delegate Chair Delegate Secretary Treasurer Coordinators Alateen Archives Forum/Literature 0.00 Group Records Literature Center Liaison Newsletter Public Outreach Website 0.00 Operating Expenses 3, Assembly Literaturre Assembly Expenses Background Checks Bank Charges(Treasurer) Equalizer Expense 1, Financial Review NWR Delegate Meeting Post Office Public Outreach Spanish Hotline Website Domain Name 0.00 Website Hosting 0.00 Total Expenses 5, Net Income 1, ** See Profit & Loss Statement for Spring Assembly Prepared by Berta R. Spring 2014 AWSC Page 10 of 20Last Update 3/19/2014

11 In January I received from Paula. I opened up account in Wells Fargo which is in Twin Falls so Laurie can deposit registration checks and Danielle has access to one in Moscow if needed. Danielle and I are signers on account. Group numbers and donation forms are needed with money. Please send money to PO Box 1819 Lewiston Id Income Sub Totals Totals Monies Transferred to Lewiston Wells Fargo $ Savings $ Checking $ Group Donations $1, Interest Income $0.07 Total Income Checking $1, Expenses ink, stamps, envelopes, paper, checks, background checks, $ speaker for assembly airfare. Return Delegate Report Delegate s Report 3/8/14 After a busy and confusing start, things have settled down. I m ready to go to Spokane, WA with Laura and Kathy B on March Have my trip set up to go to Virginia Beach in April. The Love Gifts are being planned to be ready for me to take to Virginia Beach in April. Did not realize how much was going to be on my plate and now I m set and ready to handle my position. Thank you for the opportunity In Loving Service Nancy Jo Return Prepared by Berta R. Spring 2014 AWSC Page 11 of 20Last Update 3/19/2014

12 March 8, 2014 Alateen Coordinator/AAPP Alateen/AAPP Good morning new area committee! It's great to be here from North Idaho. We really enjoyed the pretty ride on the way down yesterday. There have been a few new Alateen sponsors certified since the first of the year and 2 are in the process since the first of the year. There have been some glitches in the POBOX & more members are needing help getting certified than previous. I would ike to have the mail go to my house, cancel the POBOX & change the information on he website. That will make it easier, faster, less expensive. would also like to revamp the website to read easier for Alateen Sponsorship & recertification. I need all sponsors to recertify by June 1st. Background checks are now $25, fingerprinting costs are $10 and Area reimburses members. I would like to look into more National background checks. I will do some research and get back to the committee. didn't realize my position with WSO wouldn't just be continued as the AAPP/ Alateen coordinator. I haven't been able to do any updates on-line with WSO or get any notices from them. Thankfully, Nancy Jo, our Delegate, forwarded me some info about phone conferences & resending the coordinator paperwork in. think we are on our way now to having a great 3 years! Yours in service, Barbara V Return Prepared by Berta R. Spring 2014 AWSC Page 12 of 20Last Update 3/19/2014

13 AAISC LITERATURE LIAISON REPORT Hi, I am the new Literature Liaison for District 3 AAISC/LDC. I am trying to figure out my responsibilities and what I am to report. Financially, 1 ti 1 ½ years ago the Center was in jeopardy of closing. The Center was able to renegotiate our lease thus lowering our monthly lease payment. We no longer have a paid employee which also reduces our monthly expenses. We have a full Board and have a Board of Trustees (BOT) meeting which meets at 5:30 on the second Wednesday of the month. All are welcome. We have a Literature Workshop from 5:30 to 6:30 on the first Wednesday of each month, featuring one book per month for review and discussion. We have a lending library and our shelves are full. The new Al-Anon/Alateen Service Manuals for have been ordered and should be in soon. Our Center is totally run by a fantastic group of 50 willing and enthusiastic Volunteers. Our hours are from 11 AM to 5 PM on Monday thru Friday. Sometimes life gets in the way and we are unable to open as planned. As the Literature Liaison, I will be available to bring books to each Assembly if requested by the Assembly Host Committee. The Center has already been asked to staff a Literature Table at the AA Spring Assembly in Boise at the end of May and also at the Round-up which is held in August. I have left some Literature Order Forms on the table at the back of the room. We ARE taking and filling mail orders. Thank you. Terry A Literature Liaison Return Archives Prepared by Berta R. Spring 2014 AWSC Page 13 of 20Last Update 3/19/2014

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17 Return Group Records Hi, I am Paula the new Area Group Records Coordinator. I do not have too much to report at this time, however, because I am having difficulty opening documents attached to my , I would like all the District Reps to advise their groups to have all group changes to mailed to me at: Paula N. Group Records Coordinator PO Box 4051 Pocatello, ID I also participated in a Conference Call with WSO in March. They went over the procedures on how to make changes for the groups with all the incoming Group Records Coordinators. A question was raised about how and when to take a group off of a Districts schedule. I hope to have a copy of the call for the coming Spring Assembly in Boise. Thank you Return Prepared by Berta R. Spring 2014 AWSC Page 17 of 20Last Update 3/19/2014

18 Literature/Forum March 8, 2014 Area World Service Committee Meeting Forum/Literature Position Berta Ruark I am grateful to my Higher Power for placing me in this position. I believe we are each where we are supposed to be on this panel, this term. I began this year in the shadows of the Area Chair position and am transitioning to the Forum / Literature position. This is yet another opportunity for service and personal growth. On Saturday, March 1, 2014 I participated in my first Literature conference call with other Coordinators, Delegates, & the Associate Director of Communications from the World Service Office. The agenda consisted of 5 questions: 1. What are my responsibilities to my Area and WSO in my roles as a Literature Coordinator? As Coordinator, how do I determine what I am going to do during my service my service panel. 2. What has been my experience in conducting writing workshops? 3. How can I increase the level of on- line participation in submitting CAL contributions? 4. Does my Area observe Lois birthday month with literature? If so what has it done? 5. What am I doing to attract members to the electronic versions of literature and the Forum? I will be recapping the information for the assembly in May and also create an article for the newsletter. Thank you again for giving me the opportunity to serve our fellowship as the Literature/Forum Coordinator. Yours in Service, Berta R. Prepared by Berta R. Spring 2014 AWSC Page 18 of 20Last Update 3/19/2014

19 Return Newsletter I have published my very first newsletter and I have some copies here for you to look at. It is available on the website. My plan is to send it via to each DR and to every group CMA when I get the addresses. I will also send it to anyone who sends me their address and wants a copy. I will also mail a copy to Ladora B. for inclusion in the archives. The newsletter is of no use at all if people don t read it. I have some ideas for future Newsletters and I need your help to make the next three years of Newsletters to be great: I will be asking all members of the Area Committee to give me a short blurb about themselves especially in relation to their service experiences. Answer the question for me and our readers; Why do I keep volunteering for service positions I want a group from each District to give me a short AD for their group. In our February issue you can read the ad for Beginning Again AFG- in Twin Falls, so nicely done by Laurie B. Ideas for information articles on topics our readers might like to know about, if you want to do the research and writing send the article in if not give me the topic idea and I ll do the research. The example in our current newsletter is How We Keep Al- Anon United: Al- Anon Structure I will do 4 issues a year unless we have more input and I can do more of them. I want each Area position and Coordinator to write me a want ad for the next panel. Something that makes people say: I can do that, I think I will apply when the time comes! I would like all the groups to write me a piece on their favorite literature that I can put in a literature corner. Yours in Service With Joy, Humor, and Gratitude For Al-Anon KATHY B. NEWSLETTER EDITOR Prepared by Berta R. Spring 2014 AWSC Page 19 of 20Last Update 3/19/2014

20 Return Public Outreach Hi All, I'm excited to serve with all of you. I'm brand new to Outreach and I look forward to learning all I can in this position. As of yet I have little to report. I would love to hear from any District Outreach folks or committees about how this Area Outreach position might be useful to you. Are there specific wishes or ideas that you already have? My only hope so far is to order and distribute Al-Anon Faces Alcoholism. Thank you for letting me serve in this capacity. Karen Return Website Website Coordinaor s Report I met with Karen D, the outgoing coordinator the end of December and then again in mid January and we went over the basics of how to be the website coordinator. To get started I had to download Notetab Pro, CuteFTP and become familiar with IPOWER. Notetab Pro allows me edit the html on the website, CuteFTP is the program I use to upload files to the website and IPOWER hosts our website and manages the lists. I m slowly getting the hang of everything and learning how to do things more efficiently. I m still hitting bumps here and there as I learn where everything is located on the website, but I am getting more confident. Return Prepared by Berta R. Spring 2014 AWSC Page 20 of 20Last Update 3/19/2014