NEVADA AREA/34
SERVICE ROLES
RECOVERY
THROUGH THE STEPS
UNITY
THROUGH THE TRADITIONS
SERVICE
THROUGH THE CONCEPTS
CONCEPT:9
Good personal leadership at all service levels
is a necessity.......
GENERAL INFORMATION:
LITERATURE (BOOK) DEPOT SCHEDULE
AREA WORLD SERVICE COMMITTEE (AWSC)
AREA SERVICE ROLES:
NEWSLETTER EDITOR/COORDINATOR
PUBLIC OUTREACH COORDINATOR
MEMBERSHIP OUTREACH COORDINATOR
ASSEMBLY REGISTRATION COMMITTEE
FELLOWSHIP COMMUNICATION COORDINATOR
GROUP SERVICES COORDINATOR
We learn about how to delegate authority in AL-Anon service. The balance of responsibility in routine jobs occurs only when we can explain what we have done, wish the person love,and allow our successor did a better job than I ever could have done. (About Concept 8-Forum 8/06)
AL-ANON ALATEEN AREA 34
Area 34 adheres to the policies set for by the World Service Conference (WSC) and follows procedures suggested in the current Al-Anon/Alateen Service Manual. (2004-2006). All members are encouraged to read and practice the Service Manual's suggestions for carrying out service work.
Although many answers to questions about special situations are found in the Service Manual, all Areas differ. This booklet presents additional details applicable to Area 34. It is not intended to replace the Service Manual,but simply to provide a reference of unique practices in our Area. It was compiled by the current AWSC to offer guidance, direction, clarification and a checklist that gives an overview of the job duties, aims and objectives. Each Job Description is prepared by the current AL-Anon member holding the stated position. Helpful suggestions drawn from experience are meant to provide a basic foundation the allows courageous and creative commitment from successors in service to be "directly responsible to those they (we) serve." (Tradition Nine)
With our Area officers constantly rotating, and modifications being made as our Area grows, further additions and changes will be needed as circumstances require. "We never finish, we just stop!" It is suggested that details be timely updated to match the actual responsibilities. The responsibility of those revisions will need to be assigned to the appropriate person.
NOTE: The dates in parentheses indicate when a motion was passed. For more information, see the Nevada Area Al-Anon History, Nevada Area Al-Anon Motions, Nevada Area Al-Anon Guidelines.
AREA ASSEMBLY OVERVIEW
Currently the Al-Anon/Alateen Assembly meets twice a year at the Convention Center in Tonopah, Nevada. These Assemblies are held in the Spring, usually the third weekend in March for a shortened Assembly (one night); and the Fall, usually the second weekend in September (two nights). Sometimes, but not always, Alcoholics Anonymous meets at the Convention Center as well. Typically, AL-Anon has arranged a Saturday night banquet at the Fall Assembly and invited AA to participate. In the past, this was considered a "fundraiser" for AL-anon, but has not always been a moneymaker. As time and growth dictate in the future, different meeting and dining arrangements may be necessary. The Al-Anon Chair currently coordinates with Alcoholic Anonymous.
SUGGESTED LITERATURE/BOOK DEPOT SCHEDULE:
SPRING ASSEMBLY from NORTH FALL ASSEMBLY from SOUTH
Election procedures basically follow the AL-Anon/Alateen Service Manual, but because Area 34 is small, with only six districts, Nevada has adopted its own Nevada Area Election Guidelines (Guideline #5, 2003). Please see Guideline #5 for specific Area procedures.
Out going Group Representatives, those currently still serving, vote for the new Area officers at their final Assembly at the end of their three-year term. The election procedure of the District Representatives (DR) and Group Representatives (GR) precedes the date of the fall Area Assembly. The terms of Group Representative and District Representative are from the January following the fall election for a full three-year term, coinciding with the Delegate's term. District Representatives are elected from out going Group Representatives in the election year.
Area Coordinators are selected by the AWSC from submitted resumes. Appointment of Area Coordinators will occur at a meeting of the AWSC at some time following the Assembly business meeting after Area elections are held. Selection of Area Coordinators is based on qualifications and resumes submitted.
The AREA WORLD SERVICE COMMITTEE (AWSC):
Primary Function:
To plan for the general improvement of both the Assembly and the groups
Area World Service Committee Members:
- Past Delegates
- Delegate, Alternate Delegate, Chairperson, Secretary, and Treasurer.
- Coordinators: Membership Outreach, Public Outreach, Fellowship Communication, Group Services, Alateen-Website-
Newsletter Coordinator/Editor
- District Representatives (6)
- AIS Liaisons (2)
GENERAL POLICIES and RESPONSIBILITIES OF ALL AWSC MEMBERS
All AWSC members attend two (2) Assemblies per year, held in the spring (March) and fall (September).
All AWSC members attend the (2) AWSC meetings held prior to Assembly each year. If unable to attend either the Assembly or AWSC, or have an alternate present, the committee notifies the Chairperson and sends a written report.
All AWSC members utilize a copy of the Al-Anon/Alateen Service Manual and adhere to its stated policies, unless a different procedure for a service duty has been adopted by Nevada Area Al-Anon.
All Officers, Coordinators, and DRs provide a written copy of their report given at the AWSC meetings and Assemblies to the Area Secretary. Reports at Assembly by the Coordinators and DRs are brief: two to five minutes in length.
All members of the AWSC are reimbursed for expenses from the Area Treasurer, with the exception of the AIS liaisons whose attendance is supported by their respective service body.
All Officers, Coordinators, and DRs submit a quarterly, written report to The Al-Anon Times newsletter: January, April, July, and October.
Nevada Area Guideline Two (1992) outlines the policy for “Removal of Area Officers and Coordinators.” That guideline was later revised for clarity (2000). In summary, if a member of the AWSC does not attend one Assembly or AWSC meeting, that person is responsible for submitting a written report to the Chair. Absence of a written report in lieu of being there in person will be considered as an “informal resignation.” Guideline Two further outlines the procedure for filling the vacancy.
All members of the AWSC keep accurate records and reports of their activities while serving the Assembly. At the end of the three-year term, each committee member passes that information on to the newly-elected trusted servant.
SUGGESTED SCHEDULE FOR LOVE GIFTS: (always due in February)
"Love gift" is a term used to describe a simple gift for each participant at the World Service Conference that is provided by the Delegate from each Area. It usually depicts in some small way, a reflection of the Area it is from. Since each Area usually sends gifts, it is a heart warming experience for Delegates to receive a gift from each of the fellow Al-Anon Delegates. Rotation of "Love gift" responsibility has been designated by District in our Area as follows:
District #6 1997District #6 2003District #6 2009
District #3 1998District #3 2004District #32010
District #51999District #5 2005District #5 2011
District #2 2000 District #2 2006District #22012
District #4 2001 District #4 2007District #4 2013
District #1 2002District #1 2008 District #1 2014
2004/06 Service Manual. Pg 137-139
Serves as communication link between Area and WSO
Represents Nevada Area 34 at World Service Conference
Attends the yearly US Southwest Regional Delegates' Meeting (usually held the second full weekend in March) purpose being to inform Delegates of upcoming conference concerns or issues and to welcome the new Delegates,
Communicates with and supports Area Chairman about Assembly matters, Area concerns, or new WSO information.
May be the second signature (signer) required on Area bank account checks.
Submits itemized expense vouchers with receipts to Area Treasurer for expense reimbursement.
Arrange a Delegate's Report in person in designated locale; (i.e.; North South, East).
Receives Area bank statement and reviews deposits and expenditures; forwards to Area Treasurer.
Gives bi-annual report to AWSC and Area Assembly with written copy to Area Secretary Submits Quarterly report for Al-Anon Times.
2004/06 Service Manual. Pg 139
Serves as are 34 Group Records Coordinator to maintain accurate and updated Group Records
Distributes copies of the latest WSO Group Records printout information to all District Representatives
Makes corrections when needed to update Group Records with WSO
Submits itemized expense vouchers with receipts to Area Treasurer for expense reimbursement
Gives Bi-annual report to AWSC and Area Assembly with written copy to Area Secretary
Submits Quarterly report for Al-Anon Times
Serves as Area 34 GROUP RECORDS COORDINATOR
Maintains and updates all Group Records FOR EACH DISTRICT IN AREA
Performs ROLL CALL for Assembly
Creates individual GROUP voting cards for all Area registered Groups to be distributed by DR at Assembly to each GR registered at Assembly
Uses print-out of Area Group Listing, arranged by District, as the resource
Each DR will have all GRs from that District stand. DR will use Group Records Printout to call out each Groups name. After all GRs are recognized, count off to verify number of voting cards. (This process will verify accuracy of Group Records Printout, as well as identify any active Groups not listed. All corrections must be noted and amended at another time)
2004/06 Service Manual. Pg 136
Communicates with Delegate to be aware of AFG information
Communicates with AWSC members concerning needed agenda items for AWSC and Assembly
Encourages communication among all members of AWSC through the year
Reserves meeting place for regular AWSC & Area Assembly (assures rent is paid to AA by Al-Anon Treasurer)
Prepares agenda and conducts all AWSC meetings & Assemblies
Prepares information Packets for AWSC and Area Assembly
Arranges for Meals and is Liaison to AA for Banquet
May be the second signature (signer) required on Area bank account checks
Assures rent for Convention Center is Paid to AA by Al-Anon Treasurer
Encourages DRs to recruit raffle gifts for Fund-Raiser Raffle
Assures safekeeping of Area map and Legacy banners for display at Assembly
Ensures Nevada voting guideline/requirements are upheld at Election Assembly
Invites the Regional Trustee to attend the Area Assembly, usually in the election year
Makes appointments to fill office until next Assembly of any resigned or terminated officer
Assigns new groups to an Action Committee
Compiles a list of contact information for Tonopah to pass on to successor
(Telephone number /e-mail address for Convention Center, Restaurants, AA contact)
Submits itemized expense vouchers with receipts to Area Treasurer for expense reimbursement
Gives bi-annual report to AWSC and Area Assembly with written copy to Area Secretary
Submits Quarterly report for AL-Anon Times
2004/06 Service Manual. Pg 137
Sends contact information to WSO of all AWSC members and keeps listing for Area current
Distributes updated contact information to all AWSC members
Sends out notices of Assembly and AWSC meeting
Prepares timely minutes of any Area Assembly and timely distributes to all AWSC members
Distributes minutes to each GR at next Area Assembly
Keeps permanent "Minutes Books" to be passed on to successor
Keeps a copy of Area documents presented to AWSC for safe-keeping and back-up
Submits itemized expense vouchers with receipts to Area Treasurer for expense reimbursement
At Election Assembly, lists candidates' names eligible for office and assists as needed
2004/06 Service Manual. Pg 137
See S-21 SEVENTH TRADITION
Receives and deposits all contributions to Nevada Area Treasury account, posting identification of source by Group, District or other source.
Provides accurate accounting of Area Treasury at all AWSC & Assembly meetings
Regularly reconciles bank statements
Receives itemized expense vouchers from AWSC members and make timely reimbursement
Pays all expenditures approved by ASEC or Assembly-two signatures required (Chair or Delegate)
Pays to AA treasurer, the Al-Anon portion of rent for Assembly facility in Tonopah.
Pays Assembly expenses of AWSC,; Delegate, Alt. Delegate, Area Chair, Area Secretary, Area Treasurer, All Coordinators, and Past
Delegates
Track yearly "Income & Expenses" in order to present and informed budget
Prepares proposed Annual Budget for approval by AWSC and Area at each Fall Assembly
Sends check to WSO (before Jan 1) for the Delegate's expense to World Service Conference
Sends Appeal Letter to groups as needed, asking for their support to Area
Provides to Assembly Registration Committee, a cash box and $100. in small bills
Receives and deposits all Assembly income from raffle proceeds and sale of lunch or banquet tickets
Gives bi-annual report to AWSC and Area Assembly with written copy to Area Secretary
Submits Quarterly report for Al-Anon Times, including details of contributions & expenses
Prior to passing position to successor at end of term, arranges an audit of financial books, and assures the completion of Bank-account change-over to new AWSC officers. This includes completing and submitting new signature cards to Bank for each account
2004/06 SERVICE MANUAL. Pg. 135,141,142
See WSO GUIDELINES G-15; G-37
Conducts District meetings at regular intervals, providing Area & WSO information to each GR
Distribute information at first District meeting of the new term, such as folder for each GR containing contact information of District, AIS, Area, World Service, "Al-Anon Times" "Forum Guidelines and the Area Website
Provides Area Chairman with names of new groups to be assigned to an Action-Committee and explains to the new GR, the purpose and goals of that committee
When possible, attend each active meeting within District during term
Informs Group Records Coordinator of changes in GR or Group current mailing address (CMA). District Group Update Forms are distributed by the Group Records Coordinator at Assembly
Notifies AIS and Web Coordinator of Meeting Schedule changes, as well as District events. Periodically checks Website to ensure Web information is correct.
Encourages each Al-Anon/Alateen Group to elect a GR who will attend Area Assembly
Provides contacts for Assembly registration at least two months prior to Assembly. Provide motel and travel information to Tonopah. Explain the Assembly raffle to help defray expenses.
Encourages Group accountability for support of Area Treasury (Tradition Seven)
Conducts elections for new DR and District Officers prior to Fall Assembly in election year.
Makes arrangements for World Service Conference for Delegate's report to District
Encourages participation throughout the year in Action Committee events & report progress at District Meetings and to Action Committee
Coordinator
Gives bi-annual report to AWSC and Area Assembly with written copy to Area Secretary
Submit Quarterly report for Al-Anon Times
NOTE: Assembly expenses paid by respective District Treasury
Serves on AWSC as an active member in an advisory capacity
Shares experience of the past Assembly history, advising of past mistakes
Shares ideas from other Areas heard at WSC and makes suggestions
Serves as advisor, offers experience, strength, hope, and wisdom to members of Assembly
Serves on committees; assists in business matters when asked by Chairman or AWSC
2004/06 Service Manual. Pg. 53, 80, 81
See WSO GUIDELINE G-4
Supports the Districts it serves as a service arm
Attends AWSC as a liaison
Served as Chair of AIS; communicates with all information. Service Representatives (Alt. GRs)
Ensures printing and distribution of current meeting schedules to all Districts it serves
Communicates with DRs about any changes to the Answering System Service
Provides current meeting information, changes and updates to Area Webmaster
Gives bi-annual report to AWSC and Area Assembly with written copy to Secretary
Submits Quarterly report for AL-Anon Times
NOTE: Assembly expenses paid by respective AIS Treasury
ACTION COMMITEE- NEWSLETTER EDITOR COORDINATOR
2004/06 Service Manual. Pg. 60,107, 134
See WSO GUIDELINES G-21
Compiles, edits, and distributes information pertinent to Area 34 in a quarterly publication
Request advance funds from Area Treasurer for costs of Newsletter printing & mailing
Submits itemized expense vouchers with receipts to Area Treasurer for expense reimbursement
Choose the Newsletter theme for quarterly quarterly publication
Encourages participation for sharing's, reports, and subscriptions
Encourages paid subscription for each Group and each individual
Arranges with Area Treasurer for acceptable process to assure subscription fees are properly and timely managed
Keeps record of subscription date and current mailing address
Provides for set-up of producing mailing labels
Presents an Assembly workshop as requested
Reports to Area Chairman, AWSC about newsletter cost and distribution
Gives bi-annual report to AWSC and Area Assembly with written copy to Area Secretary
ACTION COMMITTEE- PUBLIC OUTREACH COORDINATOR
2004/06 Service Manual. Pg. 60, 107, 134
See WSO GUIDELINES G-09; G-10; G-29; G- 38
Chairs Committee meetings at Assembly and reports to Assembly with a written report
Disseminates information from WSO to AWSC; sharing projects & encouraging support
Contacts WSO for updated information
Communicates with DRs and Committee members to ensure all PO information is received and utilized
Informs all DRs of any new PSA information in order in order to assure distribution to local stations
Notifies WSO of project successes/flops in Area
Presents an Assembly workshop as requested
Submits itemized expense vouchers with receipts to Area Treasurer for expense reimbursement
Communicates with with Web Coordinator for updates on the Nevada Area Website
Gives bi-annual report to AWSC and Area Assembly with written copy to Area Secretary
ACTION COMMITTEE-MEMBERSHIP OUTREACH COORDINATOR
2004/06 SERVICE MANUAL. Pg. 60,107,134
See WSO GUIDELINE G-02; G-12; G-13; G-22; G-27; G-30
Includes AREA ASSEMBLY COMMITEE
Chairs Committee meetings at Assembly
Encourages strengthening of group unity
Provides warm welcome to new GRs to Area Service
Contacts WSO for updated information
Maintains & displays Area Archives
Presents an Assembly workshop as requested
Hosts a NEW GR ORIENTATION SESSION once each new 3-year term
Submits itemized expense vouchers with receipts to Area Treasurer for expense reimbursement
Gives bi-annual report to AWSC and Area Assembly with written copy to Area Secretary
Submits Quarterly report for Al-Anon Times
ASSEMBLY REGISTRATION COMMITTEE (REGISTRATION, MEALS & RAFFLE)
Two to three months prior to Assembly, an updated information sheet is developed to include dates of Assembly, times, cost, deadline for pre-registration, how to make out checks, where to mail the completed registration and payment. Also included is a list of hotels/motels available for lodging and the tentative agenda from Area Chair.
Information be confirmed with DRs and Alternate Delegate to make sure all information has been updated such as new GR or contact or change of address. Four to six weeks before Assembly, pre-registration materials are sent (including agenda) to all AWSC members and all GRs. Previously, information was mailed to everyone. For Spring Assembly 2006, process was changed to email the materials to everyone with an email address, as well as the information and Registration Form being published in the Al-Anon Times. The DRs in Districts 2 and 4 also sent the information on to all their GRs to ensure they received it.
A Registration Spreadsheet is prepared to mark received payment and verify all the information as correct/current. As registrations are received, an updated Welcome letter is sent to all who mark on the registration form that this is their first Assembly.
Two to four weeks before Assembly, two committee members are chosen to be available at the registration table during the designated registration times. Another committee member is chosen to act as greeter for everyone who enters, especially for newcomers. Non-voting members can be asked to assist with selling banquet tickets when appropriate at Fall Assembly.
Two weeks before Assembly, badges are created as needed for new attendees to Assembly or if existing badges have been lost. Blank name badges are made available for completion for those who did not pre-register by the deadline.
On the day Assembly begins, the registration area needs to be organized with badges, packets, sign-in sheet, meal ticket, and moneybox. Stickers on name badges help identify newcomers to Assembly so everyone can help make them feel welcome and answer questions. Signage should be strategically located at the Convention Center
