BY-LAWS Adopted May 1, 2014 ARTICLE I NAME The name of this organization shall be MIAMI VALLEY AL-ANON INFORMATION SERVICE, Inc. In keeping with Tradition 11 of the Al-Anon Family Group Headquarters, Inc., this name may be abbreviated as MVAIS, Inc., and the organization may informally be called Intergroup. ARTICLE II SCOPE Section 1. MVAIS serves the following 13 county area of west-central Ohio: Allen, Auglaize, Champaign, Clark, Darke, Greene, Logan, Mercer, Miami, Montgomery, Preble, Shelby, and Van Wert. Any Al-Anon or Alateen group may agree to support MVAIS, but joining is purely voluntary. Additionally, Al-Anon or Alateen groups that are closely located in adjoining counties may also join. Section 2. MVAIS is wholly supported by the groups it serves within these counties and does not seek, nor accept, support outside this area. Contributions are voluntary and are not a condition of membership. ARTICLE III PURPOSE The primary purpose is educational and this is accomplished by assisting the Al-Anon Family Groups and Alateen Groups, within its scope, in their efforts to assist and serve the families and friends of alcoholics in dealing with the problems concerning and attendant on alcoholism; to reinforce their efforts to understand themselves and the alcoholic; and to foster their restoration toward a more normal life. It is further accomplished through the dissemination of information pertaining to the Al- Anon Family Groups which they cannot do independently. It is a service body, not a governing body, and has no authority over the individual members or Groups. The corporation may engage in any lawful act or activity which furthers these stated purposes and which is permitted by the laws of the State of Ohio governing non-profit corporations. Further, said corporation is organized exclusively for, and its activities limited to, charitable, religious, educational and scientific purposes under section 501 (c) (3) of the Internal Revenue Code, or corresponding section of any future federal tax code. ARTICLE IV SERVICES MVAIS provides the following services to the groups it serves: 1. Maintains a listing in the Dayton and Springfield telephone directories so that those seeking information about Al-Anon and Alateen can easily find it. 2. Maintains a post office box for listing with the Al-Anon World Service Office (WSO). 1
3. Updates, publishes and distributes lists of group meetings in the service area. 4. Serves as an avenue for local public outreach service with the basic objective to create a wider knowledge of the purpose and availability of Al-Anon and Alateen. 5. Maintains a web site with current meeting information, calendar of events and other Al-Anon and Alateen related activities that is linked to the Al-Anon Family Groups of Ohio web site. 6. Holds periodic meetings attended by the Information Service Representatives where activity reports, including a financial update, are made and matters regarding the groups are discussed. 7. Issues periodic bulletins and copies of meeting minutes with pertinent and current information to the groups. Such information would include, but not be limited to, workshops where discussion groups will focus on specific aspects of our recovery program; speaker meetings, where one or more individuals will share their own personal experience in how the Al-Anon program has helped them to understand the alcoholic and return their own life to more normalcy ; announcements of new Al-Anon and Alateen groups that have formed along with meeting information. 8. Encourage and support new Al-Anon and Alateen groups, and assist in the early growth. MVAIS may also provide up to $50 seed money for start-up literature for new groups. ARTICLE V MEMBERSHIP Section 1. Any Al-Anon Family Group or Alateen Group within the scope defined in Article II may become a member of MVAIS by notifying the Intergroup Secretary of its desire to participate. Every group participating in MVAIS shall be entitled to representation by an Information Service Representative (ISR). Section 2. Groups shall use the Al-Anon Group Registration/Group Records Change Form, GR-1, or the Alateen Registration/Group Records Change Form, GR-3, as provided by the WSO, to submit their group s information to MVAIS. It shall be the Group s responsibility to keep MVAIS informed of any changes to the group s information. These forms are available on the Intergroup web site, www.al-anondaytonoh.org, as well as the Ohio Area web site, www.ohioal-anon.org. Section 3. The ISR shall be elected by the Al-Anon or Alateen group and no person shall represent more than one (1) group, i.e. the one man, one vote principle. Groups are encouraged to elect an Alternate ISR in the event the ISR is unable to attend MVAIS meetings. ARTICLE VI MEETINGS Section 1. The regular MVAIS meeting shall be held on the first Thursday of every month at 7:00 PM, at Westminster Presbyterian Church, 125 North Wilkinson Street (at the corner of First Street) in Dayton, Ohio. 2
Section 2. In the event that a holiday falls on the first Thursday of the month, the regular meeting may be rescheduled by consent of the members present and voting at the previous month s regular meeting. Section 3. In the event a Level Two snow emergency in Montgomery County, or notice on the local television stations that the Church is closed, the meeting will be rescheduled. Section 4. Rescheduled meetings will typically be on the second Thursday of the month, at the same time, provided the Church facility is available. Section 5. The annual meeting of MVAIS shall be in the month of November, at which time the election of officers shall be conducted. Section 6. A quorum shall consist of the members present at a meeting. Voting may also occur at a special meeting, provided that such a meeting is announced in advance and all MVAIS members receive a minimum of two weeks prior notification. Section 7. Elected officers are responsible for attending each meeting. Coordinators and Committee Chairperson are responsible for submitting their reports, if they are unable to attend. ARTICLE VII ELECTIONS Section 1. All officers and Coordinators shall be elected at the annual November meeting and begin serving their term in January. The term of office shall be for one year, with the exception of the Secretary and the Treasurer, whose terms of office shall be for two years. Section 2. The Secretary shall be elected in odd numbered years, and the Treasurer shall be elected in even numbered years. Section 3. Officers shall not succeed themselves, except when there is no one to fill an elected position. In this case, an officer may succeed themselves, but only one time. Section 4. Only the duly elected Group s ISR (or Alternate ISR if the ISR is unable to attend, or Group Representative, GR, acting as the Alternate ISR) shall be eligible to vote. It shall be the Group s responsibility to report their ISR information to the Intergroup Group Records Coordinator. Section 5. The person with the most votes is elected to the position. In case of a tie vote, the ballots shall be destroyed and another vote taken. ARTICLE VIII OFFICERS The officers of MVAIS shall be a Chairperson, a Co-Chairperson, a Secretary and a Treasurer. A person may hold only one elected office at any one time. In addition, a Statutory Agent and an Al- Anon Information Service Liaison shall be appointed. The outgoing Officer shall be responsible to 3
pass along to their successor, all property and information relating to that office, in a timely and efficient manner. 1. Chairperson conducts all regular and special meetings of MVAIS; coordinates committee activities and assumes responsibility for the effective functioning of MVAIS; shall be the alternate signatory for the Intergroup bank account(s). 2. Co-Chairperson assists the Chairperson and, in the absence of the Chairperson, presides at regular and special meetings of MVAIS; furnishes a copy of the current By-Laws, AFG Guidelines, Intergroup, and AFG of Ohio officer / coordinator list to each new ISR. 3. Secretary records the minutes of all regular and special MVAIS meetings; maintains a current list of all MVAIS Officers and Coordinators, as well as Officers and Coordinators for AFG of Ohio; mails a copy of the meeting minutes, treasurer s report and group flyers to every MVAIS group, Intergroup officer and coordinator, and AFG of Ohio officer, coordinator and committee chair. 4. Treasurer receives, records and distributes all monies of MVAIS; shall be the primary signatory for the Intergroup bank account(s); presents a monthly report at every regular meeting and an annual report for the previous calendar year at the regular January meeting; ensures that all donations received are from within the MVAIS service area, as defined in Article II; ensures that all distribution of funds fall within MVAIS budget guidelines, or have been authorized by MVAIS prior to payment; prepares and submits the annual IRS Form 990- N. 5. Statutory Agent shall be the individual for MVAIS against whom any process, notice or demand required or permitted by statue to be served, may be served. Notwithstanding the provisions of this Article, the Statutory Agent may hold any other office or coordinator position within MVAIS. 6. Al-Anon Information Service Liaison shall be an individual appointed to represent MVAIS at meetings of the Ohio Area. At the Area World Service Committee (AWSC) meetings, the Liaison shall vote the conscience of MVAIS. At the Area Assembly, the Liaison shall represent MVAIS and provide answers to any questions that may arise. The Liaison shall prepare and submit a report on both the AWSC meetings and Area Assemblies attended. ARTICLE IX COORDINATORS Coordinators work with the activities of their particular service, conveying information from WSO, AFG of Ohio and Intergroup to the groups. The outgoing Coordinator shall be responsible to pass along to their successor, all property and information relating to that office, in a timely and efficient manner. 1. (amended February 4, 2016) AFG Connects / E-Mail Coordinator maintains the Intergroup AFG Connects link to the WSO, distributing information to various Officers and Coordinators as needed; monitors e-mail sent to Intergroup, forwarding or distributing it to the proper Officers or Coordinators, as needed. In the event this position is not filled, the duties will be performed by the Chairperson. 4
2. Alateen Coordinator maintains close contact with Alateen groups and Al-Anon Members Involved in Alateen Service (AMIAS) members, keeping them informed of workshops, conferences, rallies and conventions. Coordinates with the Group Records Coordinator to ensure that current Alateen group information is reported to the Area Alateen Process Person (AAPP) and that Alateen certifications for all AMIAS members within MVAIS are accomplished and kept current. 3. Answering Service Coordinator maintains the two telephone information lines (voice mail) and responds to requests for information about Al-Anon. 4. Archives Coordinator maintains a complete set of the minutes from all MVAIS meetings; catalogs, organizes and preserves historical Al-Anon and Alateen material, making it available to the membership. 5. Group Records Coordinator maintains a listing of all Al-Anon and Alateen groups in MVAIS, compiles information from the WSO GR-1 (Al-Anon Group Registration / Group Records Change Form) and the WSO GR-3 (Alateen Registration / Group Records Change Form), maintaining a current database of the information; coordinates with the Secretary to furnish and update a list of the Current Mailing Address (CMA) individuals for every Al-Anon and Alateen group; coordinates with the Website Coordinator to provide current group meeting information and printed schedule to be posted on the website; prepares, prints and maintains a supply of meeting schedules for distribution to groups and for use by other coordinators; transmits Al-Anon group changes to the Area Group Records Coordinator and Alateen group changes to the AAPP; maintains a current database of all MVAIS Officers & Coordinators, as well as AFG of Ohio Officers, Coordinators and Committee Chairs. 6. Institutions Coordinator carries the Al-Anon message to families of alcoholics who, because of their circumstances, are in contact with these institutional facilities; provides current meeting schedules and other Al-Anon Conference Approved Literature (CAL) as needed; coordinates with volunteers for the meetings at the various institutions. 7. Public Outreach Coordinator handles requests for Al-Anon information; provides professionals within the community informational materials about Al-Anon and Alateen and encourages them to pass this knowledge along to those who need help. 8. Website Coordinator maintains the MVAIS website, www.al-anondaytonoh.org; coordinates with the Group Records Coordinator to keep the meeting schedule information current and accurate. 9. Retiring and previous Officers and Coordinators shall act in an ex-officio capacity in MVAIS activities. ARTICLE X STEERING COMMITTEE Section 1. The Steering Committee (also referred to as the Board of Directors) shall consist of the MVAIS Officers. The committee determines policy and helps iron out difficulties 5
with regards to MVAIS activities. The committee prepares the annual budget to be presented, for approval, at the regular February meeting. The committee reviews the Treasurer s records in January, for the previous year. Section 2. If, in the opinion of the Steering Committee, an elected Officer, Coordinator or appointed Committee Chairperson is not fulfilling their responsibility, according to Al- Anon Guidelines, they may be removed from office by a majority vote of the Steering Committee. ARTICLE XI VACANCIES In the event of illness, resignation or withdrawal of an Officer or Coordinator, the Steering Committee may appoint a member for the unexpired term, or until a special election can be held. Such election shall be held at a regular Intergroup meeting, provided that a minimum of two weeks notice has been sent to all groups. ARTICLE XII NON-PROFIT Section 1. MVAIS, Inc. is recognized as tax exempt under Section 501 (c) (3) of the Internal Revenue Service Code. MVAIS is further classified as a public charity under Section 509 (a) (2). Section 2. No part of the net earnings of the corporation shall inure to the benefit of, or be distributable to its members, trustees, officers, or other private persons, except that the corporation shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes set forth in these Bylaws. No substantial part of the activities of the corporation shall be the carrying on of propaganda, or otherwise attempting to influence legislation, and the corporation shall not participate in or intervene in (including the publishing or distribution of statement(s) any political campaign on behalf of any candidate for public office. Notwithstanding any other provision of these Bylaws, the corporation shall not carry on any other activities not permitted to be carried on (a) by a corporation exempt from federal income tax under section 501 (c) (3) of the Internal Revenue Code or corresponding section of any future federal tax code, or (b) by a corporation, contributions to which are deductible under section 170 (c) (2) of the Internal Revenue Code, or corresponding section of any future federal tax code. ARTICLE XIII INCORPORATION This organization is incorporated as a non-profit corporation under the laws of the State of Ohio, as provided for in Section 1702.01 et seq Revised Code of Ohio, as amended. 6
ARTICLE XIV AMENDMENTS Section 1. These By-Laws may be amended at any regular MVAIS meeting. A proposed amendment shall be given first reading, and then sufficient notice of at least two (2) weeks sent to each Group s CMA prior to the next regular meeting. At said meeting, the amendment may then be given second reading and a vote taken. Section 2. It shall require two-thirds (2/3) vote of all eligible ISR s present and voting for the amendment to be approved. Section 3. Notwithstanding any provisions of these By-Laws, the various addresses or district numbers contained in the Appendices may be changed without the necessity of an amendment. The purpose of this is to allow current information regarding donations to AFG of Ohio and AFG, Inc., to be sent to the proper place. ARTICLE XV DISSOLUTION In the event of the dissolution of MVAIS, Inc., all assets and excess funds remaining, after payment of final expenses, shall be evenly distributed between Al-Anon Family Groups of Ohio, Inc., and Al-Anon Family Groups Inc., the World Service Office, both of which must meet the requirements under section 501 (c) (3) of the Internal Revenue Service Code as non-profit organizations. If neither of these organizations meets those requirements, or are not in existence at that time, then assets shall be shall be disposed by the Court of Common Pleas of the county in which the principal office of the corporation is then located, exclusively for such purposes or to such organization or organizations, as said Court shall determine which are organized and operated exclusively for such purposes. 7
APPENDIX A SUGGESTED DUTIES OF INFORMATION SERVICE REPRESENTATIVE (Also referred to as Intergroup Representative or ISR) 1. Represents their group at MVAIS meetings and reports back to their group. 2. Presents to group any issues or concerns and votes in accordance with the group conscience. 3. Informs MVAIS of any changes of names of their group officers after elections. 4. May act as Alternate Group Representative at any District or Area meetings. 5. Asks questions, contributes ideas and concerns. 6. Invites other group members to attend monthly MVAIS meetings as a visitor or observer. 7. Reads the monthly MVAIS minutes and shares them with their group. SUGGESTED DUTIES OF GROUP REPRESENTATIVE or GR* 1. Acts as liaison between their group and the Ohio Area Assembly. 2. Represents their group at regional service meetings. 3. Receives and share with their group any mail and other information from the Al-Anon World Service Office and the Ohio Area Assembly. 4. Ensures their group is made aware of new Al-Anon Conference Approved Literature. 5. Ensures that up-to-date group information is communicated to MVAIS, the Ohio Area Assembly, and the Al-Anon World Service Office. 6. Serves a three year term beginning January 1. 7. It is recommended to have at least two years attendance in Al-Anon.* 8. Acts as Alternate ISR if the existing ISR cannot fulfill his/her duties. *Al Anon s policy is that members who are also members of A.A. do not serve as Group Representative (GR), District Representative (DR), Area Delegate, World Service Conference member, alternate to any of these service positions, or on any committee of the World Service Office. Filling service positions is a matter of district and Area autonomy, within this policy and the spiritual principles that form its basis. Tradition Four grants autonomy to local service arms, except in matters affecting Al Anon or A.A. as a whole. Al Anon members who are also members of A.A. participate fully in all group activities, including group conscience decisions. However, they do not hold Al Anon service positions that vote in matters affecting another group or Al Anon or A.A. as a whole. *(From Al-Anon/Alateen Service Manual, copyright 1992, by Al-Anon Family Group Headquarters, Inc. Reprinted by permission of Al-Anon Family Group Headquarters, Inc.) 8
APPENDIX B SUGGESTED DUTIES OF THE GROUP TREASURER Tradition Seven: Every group ought to be self-supporting, declining outside contributions. Duties of the Group Treasurer are: 1. Collects, counts and records each meeting s collection. Makes periodic reports to the group on collections and disbursements. Deposits money in checking account at least once a month. 2. Pays group rent to facility where meeting is being held. Consults with previous Treasurer or current group officer on exact procedure for paying rent. 3. Purchases or provides funds for payment of coffee, literature, officer expenses, etc. 4. After above expenses have been paid, the recommended disbursement of funds in the treasury is: a. 50% to: Miami Valley Al-Anon Information Service, Inc. (MVAIS Inc.) PO Box 282 Dayton, OH 45401-0282 b. 25% to: AFG of Ohio, Inc. PO Box 524 Columbiana, OH 44408-0542 (Note: This is the current address as of January 1, 2015) c. 25% to: Al-Anon Family Groups, Inc. (AFG, Inc.) 1600 Corporate Landing Pkwy Virginia Beach, VA 23454-5617 Include your group name, address, group ID number, and District number. Your group ID number is assigned by AFG, Inc. when your group is registered. This ID appears on all mail sent by AFG, Inc. and is on the MVAIS Meeting Schedule. Your district number is assigned by the Ohio Area Assembly and can be obtained from your Group Representative, District Representative or Ohio Area Assembly Group Records Coordinator. It is also on the MVAIS Meeting Schedule. MVAIS Districts currently are 23, 24, 27, 37, 41, and 57. What and when your group wants to send to the above 3 service arms is to be decided and voted on at scheduled group business meetings. Suggestion: In January of each year after annual election of group officers, vote on amounts to be given to each service arm and inform group treasurer. It is suggested the office of Group Treasurer be held for a 1 year term. If the Group Treasurer is not able to attend weekly meetings for any reason, he/she is requested to notify another officer of the group to collect basket proceeds in his/her absence and give it to him/her the following week. 9