Intergroup Representative (IR) changed to Information Service Representative (ISR)

Transcription

1 By-Law Review Committee Amendment Proposal Number 3: BY-LAWS UPDATE In 2015, the Los Angeles Intergroup passed a motion to convene a committee made up of past Chairpersons to update the By-Laws. Both the Intergroup and Service Board found that our By-Laws lacked clarity, minor typos, formatting inconsistencies, and some of the terms used were not consistent with the Al-Anon Service Manual. Below is summary of the most repeated updates. For single or non-repeated updates the rationale is noted directly beneath the proposed change. All updates are shown in bold Italic font. Central Office changed to Al-Anon Information Service (AIS) Office o Service Manual page 66 and 74 o Rationale: The title Al-Anon Information Service Office, more clearly defines the purpose of the office and helps external organizations further distinguish us from the AA Central Office. Many organizations still lack awareness about the difference between AA and Al-Anon Family Groups. For example, our LA Office would get calls from individuals looking for the AA Central Office but were accidently provided the Al-Anon Central Office number. Intergroup Representative (IR) changed to Information Service Representative (ISR) o Service Manual page 67 o Rationale: Due to the longstanding confusion between the Group Rep title used for World Service and the Intergroup Rep title. The Information Service Representative title is to further clarify the role and distinguish between the two branches of service in Al-Anon Family Groups.

2 THE BY-LAWS OF AL-ANON FAMILY GROUPS OFFICE OF SOUTHERN CALIFORNIA, INC. ARTICLE I: PRINCIPLES Principles of the Organization To be guided in all activities by the 12 Steps, the 12 Traditions and 12 Concepts of Al-Anon. ARTICLE II: OFFICE Section 2. Section 3. Corporate Name The name of the Corporation is Al-Anon Family Groups Office of Southern California, Inc. Location of Office The office, for the transaction of the business of this Corporation, shall be located in the City of Los Angeles, County of Los Angeles, State of California at such place as the Service Board shall determine. Voting Body The voting body of this corporation shall be known as Intergroup. ARTICLE III: OBJECTIVES OF THE CORPORATION The objectives of the Corporation are as follows: A. Unity of Purpose To encourage a unity of purpose and the growth of Al-Anon and Alateen groups in the Los Angeles Area of Southern California. B. Maintain Central Office the Al-Anon Information Services (AIS) Office To maintain a central business office with paid employees and non-paid volunteers as a clearing house for Al-Anon and Alateen activities. C. Handle Information Requests 1

3 To channel requests from individuals seeking help with the problems connected with an alcoholic spouse, relative or friend and to give information regarding Al- Anon and Alateen meetings in their area. D. To serve as the communications center for the member groups with respect to matters of local area policy, publicity and interest. E. Literature Distribution To operate a Literature Distribution Center in conjunction with Central Office the AIS Office. F. Website Maintain and update Website and oversee Central Office the AIS Office Internet access. Section 2. Objectives excluded are as follows: A. Al-Anon and Alateen matters of policy and publicity at the area, national, or international level, since this is the function of Al-Anon Family Groups World Service Office and So. California World Service Area. B. The operation and maintenance of a club or clubhouse. C. The owning of any real estate, income producing or not. ARTICLE IV: MEMBERSHIP Member of Corporation A. Any person selected as an Intergroup Representative Information Services Representative (ISR) of any registered Al-Anon Family Group in the Los Angeles Intergroup Area, shall automatically become a member of the Corporation as soon as such selection is registered by the local meeting secretary. B. IR s ISRs shall be registered for membership in the Corporation when the Al-Anon Family Groups Office of Southern California, Inc. has received in writing the following: 1. The current day, time and location of the meeting the IR ISR represents. 2. The current IR ISR, Alternate IR ISR (if any), and Group Officers names, addresses and telephone numbers. 2

4 3. An indication that the Group members will be willing to accept 12 th Step work and abide by the 12 Traditions and 12 Concepts of the Al-Anon Family Groups. C. The IR s ISRs term shall be one (1) year from the date of election. An IR ISR or alternate may only represent one meeting at any time. D. Upon registration there shall be forwarded a copy of the current By-Laws and the Intergroup Representative ISR Sheet. E. Groups are expected to provide the Intergroup Representatives ISRs with a current copy of the Al-Anon / Alateen Service Manual. Section 2. Section 3. Withdrawal of IR ISR Each group shall have the right to withdraw its IR ISR at any time by written notice from the Secretary of the Group to Central Office the AIS Office. Upon the Withdrawal of an IR ISR by the group, that individual s membership in the Corporation shall automatically terminate. Membership Not Dependent on Financial Contributions Membership is not dependent upon financial contributions from the groups or the IRs ISRs but traditionally, each group supports the Corporation either by monthly donations or by special contributions. This financial support is the main income of the operation of the Corporation. Section 4. Duties of an IR ISR A. It is the responsibility of the Intergroup Rep ISR to carry information from the Intergroup meetings back to the group. It is also the responsibility of the IR ISR to bring group information to the attention of the Intergroup and/or Service Board. B. Al-Anon/Alateen members who are also members of AA are eligible to hold office within their Al-Anon or Alateen groups. Because of the unique nature of both programs, Al-Anon/Alateen members who are also members of AA may not hold office beyond the group level. The IR ISR position is service above the group level. C. The Group update Sheet must be current with Central Office the AIS Office. Updating this information is the joint responsibility of the IR ISR and Group Secretary. 3

5 D. The IR s ISRs name must be currently registered with Central Office the AIS Office for a signature to be valid on an election ballot. (See Article VII, Section 3, C) E. All motions at Intergroup meetings must be made and seconded by IRs ISRs. F. Only IRs ISRs or their currently registered Alternates (if the IR ISR is not present) may vote at Intergroup meetings. G. IRs ISRs should be reimbursed by their groups for expenses (e.g., gas, refreshments, 7 th Tradition). H. Each group registered with Central Office the AIS Office is entitled to be represented by one Intergroup Rep ISR. ARTICLE V: MEETINGS Section 2. Intergroup Meetings Meetings shall consist of Annual Meetings, Regular Intergroup Meetings, Service Board Meetings, and Special Meetings. Annual Meetings A. The Annual Meeting of the members of the Corporation shall be held during the month of November of each year at a time, date and place to be set by the Service Board. B. The purpose of this meeting shall be to elect the Chairperson and new Service Board members. C. The Annual Meeting may be part of a Regular Intergroup Meeting. D. Any member of a Los Angeles area registered Al-Anon meeting may attend this Annual or any other Intergroup Meeting. All meetings are open to the Al-Anon membership at-large. Section 3. Regular Intergroup Meetings A. The regular meetings of the members (IRs ISRs) of this Corporation shall be held at least once every two months, on odd numbered months (Jan, Mar, etc.), at a time, date, and place to be determined by the Service Board. 4

6 B. Fifteen percent (15%) of elected Intergroup Representatives ISRs shall constitute a quorum for an Intergroup meeting except for the Amendment of the By-Laws. (See Article XIV). In the absence of a quorum, the meeting shall be adjourned, and a subsequent meeting called by written notice at least ten (10) days prior to the meeting, at which time ten percent (10%) of the membership elected Intergroup Representatives ISRs shall constitute a quorum. C. The agenda shall include, but is not limited to, the following: 1. Reading and/or approval of the minutes of the last Regular Intergroup Meeting, and of any Special Meetings. 2. Reports of the Chairperson, Treasurer, Standing and Special Committee Chairpersons. 3. Unfinished Business. 4. New Business. 5. Adjournment. D. All motions at all Intergroup meetings must be made and seconded by an IR ISR. (See Article IV, Section 4, F). Section 4. Service Board Meetings A. Regular Service Board Meetings shall be held during each even month (February, April, etc.) at Central Office the AIS Office, on a time and date to be determined by the Service Board. B. The Service Board may have a regular meeting just prior to the Intergroup meeting. Such meeting shall not classify as a special meeting for notice purposes. C. The presence of a majority of the Service board shall constitute a quorum. In the absence of a quorum, the meeting shall be adjourned, and a subsequent meeting called by the Chairperson at which such time, as before, a majority of the Service Board shall constitute a quorum. D. The agenda shall include, but not be limited to, the following items; but may be varied at the discretion of the Chairperson: 1. Reading of the minutes of the last Regular Meeting of the Service Board, and of any special meetings. 2. Reports of the Treasurer and the Standing and Special Committee Chairpersons. 3. Unfinished Business. 5

7 4. New Business. 5. Adjournment. E. All meetings of the Service Board shall be open to any member of any registered group. Section 5. A Special Meetings Intergroup and Service Board. Special Meetings of Intergroup may be called by the Chairperson, or at the written request of three (3) or more Intergroup Reps ISRs. B. Special Meetings of the Service Board may be called by the Chairperson or at the request of three (3) or more members of the Service Board. C. Special Meetings shall be called by written notice mailed to each member at least seven (7) days prior to the meeting. Such notice shall state the purpose of the meeting, and no other business shall be acted upon at the Special Meeting. Electronic mail ( transmissions) may constitute appropriate written notice of a Special Meeting. E D. Section 6. Section 7. Rules governing quorum for Intergroup meetings and Service Board meetings shall also govern Special Meetings, depending upon whether the Special Meeting is being held for the Service Board or for Intergroup as a whole. In the absence of a quorum, the meeting shall be adjourned. Notice of all meetings of the IRs ISRs or Service Board members shall be sent by mail, via or hand delivered to each IR ISR at least two (2) weeks in advance of such meeting to the address listed at the Al-Anon Family Groups Office of Southern California, Inc. Office. At all Regular or Special Meetings, each registered group shall have one (1) vote. This vote is to be cast by the registered IR ISR or if the IR ISR is not present, by the Alternate IR ISR of such registered group. ARTICLE VI: SERVICE BOARD Membership A. The Service Board shall consist of the Chairperson and fourteen (14) members to be elected by the registered IRs ISRs through a proxy vote cast by the registered IRs ISRs. 6

8 B. The immediate past Chairperson of the board shall be an Ex-Officio member of the Service Board, with voice and no vote. C. There are fourteen (14) voting members of the Service Board. The Chairperson may cast the tie-breaking vote. Section 2. Chairperson Eligibility A. To be eligible to be nominated as chairperson, the member must have served on the Service Board for at least one (1) year. B. A Chairperson, present or past, cannot be re-elected to the office of Chairperson or Vice-Chairperson. Section 3. Service Board - Eligibility A. Any person who is a members of any registered group and has served as an IR ISR for at least one (1) year, shall be eligible to become a member of the Service Board. B. No member of the Service Board shall be eligible for re-election until at least one (1) year after the expiration of the original term of office. This shall not restrict Alternates form election to the Service Board at the expiration of their term as Alternate. ARTICLE VII: SERVICE BOARD ELECTION Chairperson A. Nomination 1. One or more persons shall be nominated for the office of Chairperson. Nominations shall be on forms as printed in the Al-Anoncer or from Central Office the AIS Office available by the May Intergroup meeting. (See Article VI, Section 2 A). 2. Each nominee, as proof of accepting the nomination, shall submit a brief Al-Anon resume to Cen Central Office the AIS Office by September 15 th to be published in the Al-Anoncer and included with the ballot. B. Election and Term 7

9 Section 2. Service Board The Chairperson shall be elected for a period of one (1) year by the IRs ISRs by ballot. The nominee receiving the greatest number of votes shall be deemed elected. (See Article VII, Section 3 B). A. Nomination 1. At least seven (7) persons shall be nominated to the Service Board. Nominations shall be on forms printed in the Al-Anoncer or from Central Office the AIS Office available by the May Intergroup meeting. Such persons shall have been IRs ISRs for at least one (1) year. (See Article VI, Section 3 A). 2. Each nominee, as proof of accepting the nominations shall submit a brief Al-Anon resume to Central Office the AIS Office by September 15 th to be published in the Al-Anoncer and included with the ballot. B. Election and Terms 1. The nominees receiving the greatest number of votes for the open positions on the Service Board shall be deemed elected to fill the vacant offices. All others shall be Alternates on the Service Board. The names of these Alternates shall be given to the Chairperson along with the number of votes each received. (See Article VII, Section 3 B). 2. In the event that the person elected Chairperson is at the time of such election, a returning member of the Service Board, then the nominee receiving the greatest number of votes as an alternative shall be deemed a members of the Service Board for a full two-year term. The Service Board shall at all times consist of a Chairperson and fourteen (14) members. 3. The members of the Service Board shall be elected to serve for a term of two (2) years. 4. Alternates shall be elected to serve for a one (1) year term and be classified as 1 st, 2 nd, 3 rd, etc. Alternates shall fill such office in order. 5. Service Board members shall not continue to act in the capacity of IRs ISRs. 8

10 C. Vacancies In the event that a Service Board member is unable to complete the term of office, the Alternates shall fill such office in order (i.e. 1 st Alternate, 2 nd Alternate, etc.) until the end of the term of the Service Board member replaced. Section 3. Voting A. Voting for Chairperson and Service Board shall be done by written ballot. B. The ballots and resumes of the nominees shall be mailed to each group at least six (6) weeks prior to the date of election. Completed ballots shall be mailed to Central Office the AIS Office to be received prior to one (1) week before the annual meeting. The return envelope shall me marked Ballot and shall contain nothing other than the ballot. C. Only those ballots received one (1) week prior to the annual meeting in November shall be counted. Each ballot must be signed by the IR ISR or Alternate IR ISR and show the name of the group voting. Only one (1) vote may be cast by any registered group. A ballot shall not be valid without the signature of the currently registered IR ISR or Alternate. D. Ballots shall be opened and tallied at the annual meeting. Section 4. Installation The Chairperson and Service Board members shall be installed at the Regular Intergroup Meeting to be held in January of each year. ARTICLE VIII: DUTIES OF THE SERVICE BOARD Service Board Positions A. By the first meeting of the Service Board following their election, the Chairperson shall appoint its members to serve in designated Service Board positions for the ensuing year or at the direction of the Service Board. B. Service Board Duties 1. Have the obligation to supervise the day-to-day activities and business affairs of the Al-Anon Family Groups Office of Southern California, Inc. 9

11 2. Make such decisions as are necessary to carry on the general purposes of the groups in handling of questions pertaining to public relations and InterGroup Intergroup activities as the same arises. 3. Submit to and follow the directives of the IRs ISRs on matters of general policies and programs which affect the Al-Anon Family Groups of Southern California, providing the programs are within the 12 Traditions and 12 Concepts. 4. Attend all Regular and Special meetings of the Service Board and attend all Regular and Special meetings of Intergroup. 5. Make available proceedings of each of its meetings and Intergroup meetings to the IRs ISRs at their next Regular meeting. 6. Authorize capital expenditures not to exceed $1,000, but shall not have the authority to enter into contract agreements without the approval of the IRs ISRs. 7. Refer all matters arising in the Service Board meeting, which require discussion and action on the part of the IRs ISRs to the next Regular Intergroup Meeting. 8. Determine which special committees are necessary. 9. Review the activities of and act as an advisory body to all committees. 10. Have the right to fill any vacancy on the Service Board occurring for any reason by the selection of the person receiving the greatest number of votes as Alternate at the last election. In the absence of eligible Alternates, the Service Board may appoint from the Intergroup membership. Such election of Alternates for such service shall not disqualify such member from being nominated and elected as a regular member of the Service Board at subsequent elections. 11. Establish and revise an Office Manual as needed. Section 2. Chairperson A. Chairperson Duties 10

12 1. Preside at all meetings of the Service Board and Intergroup. The Chairperson may however, designate the Vice-Chairperson or any member of the Service Board to act in this capacity. 2. Be an Ex-Officio member of all Standing Committees except the Nominating Committee and may appoint such committees as he or she, together with the Service Board, shall deem necessary for the welfare and operation of Intergroup, Central Office the AIS Office and the groups, which makeup Intergroup. 3. Be responsible for the administration of the Service Board and maintain contact with the committees. 4. Have the By-Laws read aloud at the first service Board meeting of the year. Section 3. Vice-Chairperson/Ways and Means Duties A. Officiate in the absence of the Chairperson. B. Assist the Chairperson at the Intergroup meetings. C. Serve the unexpired term of the Chairperson, if necessary. D. Be responsible for all fund-raising activities, including the annual appeal. Section 4. Duties of the Secretary A. Record meetings of all Service Boards and Intergroup meetings and submit the signed originals to Central Office the AIS Office within ten (10) days of such meetings for copying and distribution to the Service Board. B. Be responsible for all notices and correspondences to Intergroup and Service Board members: a copy to be submitted to the Chairperson. C. Be responsible for the recording of the attendance at Intergroup meetings. Section 5. Duties of the Treasurer A. Be responsible for the books being balanced at the end of each month. B. Review the receipts and disbursements at the end of each month. 11

13 C. Be responsible for submitting a written financial report at each Intergroup meeting and Service Board meeting. D. Be responsible to insure the preparation and forwarding to the Federal Reserve Bank the Quarterly Report and check to cover the taxes withheld from the salaries of the employees of Central Office the AIS Office and other amounts that may be required by either Federal and/or State taxing authorities, regarding employment taxes. E. Be responsible to insure the reporting and paying of such other Federal, State and City taxes as may be required. F. Be responsible for the preparation for a comparison of the current and previous year s auditor s report (financial statements), and report to Service Board. Section 6. Duties of the Ex-Officio A. Be Serve as the Al-Anon Information Service Liaison (AISL) with the Southern California World Service Area. (Note Service Manual page 74) B. Conduct the Orientation for the new IRs ISRs before each Regular Intergroup Meeting. C. Be Responsible for Maintain maintaining and update updating all technology for the Website and oversee Central Office AIS Office, including but not limited to website and internet access. ARTICLE IX: STANDING COMMITTEES Standing Committees shall be: A. Al-Anoncer (monthly newsletter) B. Registrations C. Public Information D. Institutions 12

14 E. Alateen F. Program G. Historian / Archive Section 2. Al-Anoncer This committee shall: 1. Consist of a Chairperson, Co-Chairperson, and as many members as deemed necessary to carry out its responsibilities. 2. Be responsible for the publication of the monthly newsletter, presently known as the Al-Anoncer. 3. The purpose of the Al-Anoncer shall be. a. To inform Groups and Members of the upcoming Al-Anon and Alateen events. b. To educate by sharing experience, strength and hope, and ASK IT BASKET responses. c. To inform Groups and Members by publishing Central Office the AIS Office reports and financial statements. Section 3. Nominations / Registrations This committee shall: 1. Consist of a Chairperson and as many others as deemed necessary to carry out its responsibilities. 2. Present the slate of names of nominees at the September Intergroup meeting. 3. Mail ballots and resumes six (6) weeks prior to election. 4. Tally and report the election results at the Annual Meeting. 5. Give Chairperson a copy of election results, including alternates along with the number of votes each nominee received. 6. Cooperate with Central Office the AIS Office in maintaining up-to-date current group registration. Section 4. Public Information This committee shall: 13

15 1. Consist of a Chairperson, Co-Chairperson and as many others as deemed necessary to carry out its responsibilities. 2. Be responsible for Public Information activities including cooperating with the professional communities at the Intergroup level. 3. Co-operate Cooperate with the So. California World Service Area Public Information Co-ordinator Coordinator(s). Section 5. Institutions This committee shall: 1. Consist of a Chairperson, Co-Chairperson and as many others as deemed necessary to carry out its responsibilities. 2. Be responsible for Institutions activities at the Intergroup level. 3. Co-operate Cooperate with the So. California World Service Area Institutions Co-ordinator Coordinator. Section 6. Alateen This committee shall: 1. Consist of a Chairperson and as many others as deemed necessary to carry out its responsibilities. 2. Coordinate Alateen activities at the Intergroup level by providing Alateen information in the Al-Anoncer, communicating with Alateen Coordinators, keeping an up-to-date list of Alateen Speakers, and working with the P.I. Public Information and Institutions Committees. 3. Co-operate Cooperate with the So. California World Service Area Alateen Co-ordinator Coordinator. Section 7. Program This committee shall: 1. Consist of a Chairperson and as many others as deemed necessary to carry out its responsibilities. 2. Be responsible for all programs at Intergroup meetings. 3. Be responsible for providing refreshments at Service Board and Intergroup meetings. Section 8. Historian / Archives 14

16 This committee shall: 1. Consist of a Chairperson and as many others as deemed necessary to carry out its responsibilities. 2. Keep records of all motions and changes in policy(ies) at Service Board Meetings. 3. Keep the historical records and events of the Al-Anon Family Groups Office of Southern California, Inc. ARTICLE X: EMPLOYEES The Service Board shall select the Office Staff and approve such other employees, as it may deem necessary. No paid employee may be a member of the Service Board. A. The salaried employee(s) shall discharge the business functions of the Al-Anon Family Groups Office of Southern California, Inc. under the supervision of the Service Board through the Office Administrators and supervise volunteer help. (Note: In 2016 titles of staff changed, for that reason this terminology was removed to accommodate future updates to the Office Manual without interfering with the By-Laws and keeping the ultimate responsibility within the Service Board level) B. The salaried employee(s) does not decide policy. This is the responsibility of the Service Board at the local level and the Conference at the national level. (See Article III, Section 1 D and Section 2 A) C. One Office Staff member or a representative shall attend a portion of the bimonthly Service Board meetings to report on the activities and needs of the office. after which he/she may be excused. Section 2. Compensation of the Salaried Employees A. Salaries shall be determined by the Service Board. Compensation shall be on a scale with what their skill would justify on the employment market in a similar position consistent with comparable non-profit pay scales and within reasonable budget consideration. B. Any change in salary is to be reported to the IR ISRs at the next Intergroup meeting. 15

17 Section 3. Anonymity The salaried staff and the volunteers shall zealously guard the anonymity of all members of Al-Anon, and shall never, under any circumstances, break an individual s anonymity unless directly authorized to do so by such individual. ARTICLE XI: REMOVAL OF SERVICE BOARD MEMBERS Section 2. The Service Board may remove, by majority vote, any Service Board member, including the Chairperson, who fails to attend two (2) meetings of the Service Board, which shall include Intergroup meetings. This is not mandatory, but is an option to ensure the orderly functioning of the Service Board s responsibilities. The IRs ISRs may, at any Regular or Special Meeting, remove further from office the Chairperson or any Service Board member by a motion duly made, seconded and carried by a majority vote of the IRs ISRs present. ARTICLE XII: FINANCES Individual Contributions and Bequests A. The Contributions Policies shall be consistent with and not exceed those of the World Service Office. B. The acceptance of unusual donations of other offerings from any source outside of Al-Anon is prohibited, whether for general or specifically designated purposes. However, the Al-Anon Family Groups Office of Southern California, Inc., may accept a one-time legacy from an Al-Anon member in any amount. up to $100,000 (Note: Service Manual page 104) C. The limit on all contributions from individual members of Al-Anon and Alateen to Al-Anon Family Groups Office of Southern California, Inc. is $10,000 per year. Section 2. Trusteeship and Investments A. Al-Anon Family Groups Office of Southern California, Inc. shall not act as a trustee of any trust; nor shall any funds be used specifically for investment purposes. The prudent reserve is for safety, not investment purposes. The prudent reserve should be placed to return the best interest possible consistent with safety of funds. 16

18 B. A prudent reserve should be maintained, if possible, to allow for the variations of donations and income. Such reserve shall not exceed the amount of expenditures experienced by Central Office the AIS Office within the last one (1) year. ARTICLE XIII: RULES OF PROCEDURE The rules contained in Roberts Rules of Order Revised, shall act as a guide for the Chairperson unless otherwise provided for in these By-Laws, but shall not be binding. ARTICLE XIV: AMENDMENT OF BY-LAWS These By-Laws may be amended and/or repealed in part of in whole at any Regular Intergroup Meeting by an affirmative vote of two-thirds (2/3) of the members there present, provided a copy of the proposed amendment(s) and or repeal(s) is presented to each IR ISR, in writing, at least four (4) weeks before the meeting at which time the action is to be taken on the amendment(s) and/or repeal(s). If, at such meeting, the proposed amendment(s) and/or repeal(s) is not adopted, a revised amendment(s) and/or repeal(s) may be referred to the next Intergroup meeting. Adopted: February 3, 1953 Revised: September 28, 1973 Revised: March 25, 1977 Revised: September 14, 1984 Revised: September 15, 1989 Revised: March 16, 1990 Revised: November 19, 1993 Revised: March 17, 1995 Revised: November 15, 1996 Revised: November 24,