Oklahoma Digest of Al-Anon & Alateen Policies

Approved by the Oklahoma Area Assembly

First Edition Printed 1992

Second Edition Printed 2005

Updated December 2007

Preface

The foreword to the Al-Anon Alateen Service Manual states that, “If and when the Area Assembly is agreed on alterations in the procedures recommended, it is vital that all groups in the Area be informed of the changes and why they were necessary.”

Approval of Oklahoma Autonomy changes by the Assembly will signal entry into Oklahoma Policy and Procedures Manual, and will become a part of our operating procedures.

Clarification of the abbreviations in this Digest may be found in the Al-Anon Alateen Service Manual 2000-2002, “Terms Used in Al-Anon.”

Oklahoma Area Officers

In the same manner as the Twelve Steps, Traditions, and Concepts, guidelines in Al-Anon/Alateen are suggestions. Our Oklahoma Area Election Guidelines will be tested and proven throughout the years or changed as Area Autonomy decrees. Learning experiences have shown the necessity of having members in service positions with a thorough knowledge of the principles of Al-Anon/Alateen. As trusted servants, each member must judge his own eligibility to serve each office. The following are guidelines used by Oklahoma Area in compliance with the Al-Anon/Alateen Service Manual.

When Oklahoma Area Elections Are Held

September of the third year of the Delegate’s term is election time for all Group Representatives (GRs) and District Representatives (DRs) with their terms beginning and ending with the Delegate’s term. The DR in each district is elected at the District meeting held before the September Area Assembly of the year the Delegate is elected with the term beginning January 1 of the following year.

In September of the third year of the Delegate’s term, elected are Delegate, Alternate Delegate, and Treasurer with terms beginning the first of the following year.

September of the second year of the Delegate’s term, elected are the Chairperson and Secretary.

An election would not be held during the first year of the Delegate’s term.

Eligibility Requirements for Voting Members of the Oklahoma Area Assembly

The voting members of the Area Assembly are the GRs. Each group in the area is entitled to one vote. The GR who is in office at the time of the election votes for the group. If the GR is not present, the Alternate GR does the voting for the group. Another member of the group may vote in the absence of the GR and Alternate GA.

Eligibility Requirements for District Representatives (DR)

Members who are eligible to become DR are Group Representatives (GRs) who actively participate* in District and Area service and are approaching the end of the third year of their term as GR. GRs are not required to attend AWSC. (9/25/05)

Any Al-Anon/Alateen member who served a complete three year-term as an actively participating* GA, and continues to actively participate at District level, and attends Al-Anon/Alateen meetings on a regular basis may be eligible to be elected as the DR.

*Oklahoma Area Autonomy defines active participation as attendance at ¾ Area Assembly per year. (9/25/05)

Eligibility Requirements for Area Delegate, Alternate Delegate, and Treasurer

Oklahoma Area autonomy requires the following to be eligible as a candidate for Area Delegate, Alternate Delegate, and Treasurer:

  1. All out-going DRs who are completing a full three-year term of service as DR and are actively participating* in Area service are eligible to be a candidate.
  2.   If an Al-Anon/Alateen member becomes an Area Officer or Coordinator at the end of the second year of his/her term as DR, the term served as Officer or Coordinator would give him/her the eligibility to be a candidate for Delegate, Alternate Delegate, and Treasurer, if they have continued to actively participate* as suggested.
  3. Any Al-Anon/Alateen member who has served a complete three-year term as an actively participating* DR, has continued to actively participate* at Area level, and attends Al-Anon/Alateen meetings on a regular basis is eligible to be a candidate.

*Oklahoma Area Autonomy defines active participation as attendance at ¾ Area Assembly and ¾ World Service Committee meetings per year.

Eligibility Requirements for Area Chairperson and Area Secretary

Due to the rotation system of electing Area Officers in Oklahoma, the requirements for candidates for Area Chairperson and Secretary would be the same as Area Delegate with the exception that he/she would be completing two years of active participation* in Area service as a DR.

*Oklahoma Area Autonomy defines active participation as attendance at ¾ Area Assembly and ¾ World Service Committee meetings per year.

Preparations for Election Assembly

Before the Assembly is to convene, the Chairperson ensures that:

1.      Al-Anon/Alateen members who are not GRs are invited to serve as tellers.

2.      A chalkboard is at hand.

3.      Materials are available for registration and voting.

4.      Copies of the Oklahoma Digest of Al-Anon & Alateen Policies are available.

Holding the Election

  1. Chairperson calls the meeting to order.
  2. Chairperson asks for a moment of silence followed by the Serenity Prayer.
  3. Chairperson reviews these voting procedures with the Assembly.
  4. Chairperson asks each eligible candidate if he/she is prepared to serve for three years. If so, he/she becomes a candidate. Candidates are asked to briefly share about their service history.
  5. The Secretary ensures that the names of all candidates are listed on a chalkboard.
  6. The Secretary verities the number of voting members.
  7. Doors are closed until election is concluded.
  8. Non-voting members are selected to serve as tellers, collectors of ballots, and to record and tally votes on chalkboard.
  9. Ballots are distributed.
  10. Ballots are cast and given to tellers.
  11. Votes are tallied on chalkboard beside the names of each candidate.
  12. The first candidate to receive two-thirds vote is elected.
  13. If no one has the required two-thirds vote after two ballots, the Chairperson may ask if any wish to withdraw.
  14. Whether or not any names are withdrawn, another ballot is taken.
  15. If still no election occurs, the Chairperson asks for a motion to close the balloting and that the choice be made by lot between the two high candidates. The first one drawn becomes the Delegate or Officer.

Guidelines for OKLAHOMA AREA ARCHIVES

Be familiar with G-30, “Guidelines for Area Archives”. Have an interest in history and research of the Oklahoma Area.

Responsibilities:

  1. Attend Area World Service Committee (AWSC) meetings.
  2. Attend Area Assembly meetings.
  3. Present verbal report at Assembly meetings and written report to Area Secretary.
  4. Keep receipts/records of expenses for reimbursement from Area Treasurer.
  5. Write quarterly articles for Area newsletter.
  6. Collect and preserve the heritage of Al-Anon/Alateen in the Oklahoma Area.
  7. Work closely with the AWSC.
  8. Request Archives Representatives from each District and acknowledge reports received prior to the AWSC
    meeting.
  9. Prepare and display historical memorabilia for Assemblies.
  10. Keep items stored in a safe place, with several other members having access privileges.
  11. Present display of materials at Al-Anon/Alateen conventions.
  12. Make current inventory available.

Suggestions Of Things To Preserve And Store:

  1. Early information regarding history of Al-Anon/Alateen in
    Oklahoma.
  2. Group histories of each group.
  3. First editions of hardback books and other hardback books autographed by an Oklahoma or WSO trusted servant.
  4. Early copies of Oklahoma directories, newsletters, and CO-Coordinators minutes of early important meetings.
  5. Taped or printed interviews with long-timers who aided in starting the fellowship in Oklahoma Area. GUARD ANONYMITY!
  6. Only FORUMS with articles from Oklahoma members.
  7. Any articles or items for fellowship participation in Oklahoma community.
  8. Photo albums from Al-Anon and Alateen conventions.

Guidelines for Oklahoma Area Al-Anon,’Alateen Convention ‘FALL SERENITY CELEBRATION’

  1. Convention Site Committee
    1. The Convention Site Committee, consisting of current Convention Coordinator, Area Delegate, Area Chairperson, and two immediate past Convention Coordinators, will research hotel and date availability for the fourth weekend in October. The Convention site Committee determines the site proposals.
    2. The Convention Site Committee will plan a minimum of two years in advance, and present the results of their research to the Area World Service Committee meeting and subsequently to the Area Assembly meeting for approval.
    3. Once approved, the current Convention Coordinator will finalize and sign contract.
  2. Convention Committee
    1. The Convention Committee consists of Convention Coordinator, Area Delegate, Area Chairperson, Alateen Coordinator(s), and eleven elected members to serve at their own expense. Committee members will be elected for a three-year term on a rotating basis, with four new members elected each year. The Convention Coordinator may request the replacement of a Committee member or pool member by majority vote of the Convention Committee. Any vacancy will be filled, for un-expired term only, from existing pool members. Members will be chosen from any AlAnon/Alateen member who has been active for three years. District Representatives will submit the candidates’ names at the June World Service Committee meeting. Selection of a slate of candidates will be made by the AWSC and submitted to the full Assembly for election by simple majority vote. As a result of the majority vote, the first four candidates become Committee members. The next four candidates will be the active pool members who serve for a one-year term. Pool members will be activated by vote count order when needed. Pool members move up to Committee.
    2. During the Convention, the outgoing Coordinator (with no vote) calls and chairs a meeting of the incoming
      Convention Committee and pool members. This Convention Committee will elect a Convention Coordinator and Alternate Coordinator from the third year committee members.
    3. Convention Committee duties are in twelve categories, each identified by number. The Convention Coordinator will assign these duties.
    4. The Area Delegate and Area Chairperson will assist the Convention Coordinator in arranging the time and location of Convention planning meetings. Convention Coordinator will chair meetings.
  3. Finances
    1. The Convention shall have a Treasurer to handle finances for the Convention, separate from the Area Treasury. The Area Treasurer shall advance up to $2000.00 for preliminary expenses.
    2. The Area Treasurer shall advance to the Convention Coordinator and Treasurer up to $1 ,500.00 for CAL sales at the Convention.
    3. Proposed budget to cover expenses and registration fees will be presented to the AWSC meeting in March.
    4. Any change in registration fees will be presented to the AWSC and approved by Area Assembly.
    5. Sale of all pre-registrations and registrations are the responsibility of the Convention Registration Committee member.
    6. Advance money received from Area shall be returned to Area Treasurer no later than December 15 following Convention.
    7. A financial statement covering the Convention is to be presented to the Area Assembly at the next quarterly meeting following the Convention.
    8. The final financial statement and surplus monies accrued from the Convention will be returned to the Area Treasurer as soon as possible.
  4. Speakers
    1. Speakers are selected two years in advance.
    2. Each Convention consists of five speakers: three Al- Anon, one Alateen, and one AA. WSO participation should be considered.
    3. If WSO is participating, the Area Delegate will submit name. Alateen Coordinators will submit name of Alateen speaker. Names are to be presented to the Speaker Committee.
    4. The Saturday night speaker will be an Al-Anon speaker.
    5. All speakers will be treated equally in regards to travel, accommodations, and gifts. Round trip tourist airfare or appropriate travel expenses from designated home is to be paid for each guest speaker. In addition, room and three meals per day will be provided for each guest speaker.
  5. Convention Policies
    1. Convention Coordinator will receive from Convention site management a written proposal. This proposal will cover their charges, including meeting rooms, sleeping rooms, hospitality rooms, cost of coffee per gallon, and what gratuity will be charged.
    2. Friday night “kickoff” meeting to start no later than 8:30 P.M.
    3. All Districts are to be considered in the selection of Master of Ceremonies (MC) at the Convention. The AA State Chairman will be asked to MC the AA speaker.
    4. Only Al-Anon Conference Approved Literature (CAL) is to be offered for sale at Convention.
    5. Convention Coordinator is to request that the 6th and 11th Traditions be read at the beginning of each session.
    6. All Convention Committee members are encouraged to seek additional volunteer help to complete their duties.
  6. Convention Committee Members
    1. Convention Coordinator:
      • Maintains permanent record of committee position to be passed on to successor.
      • Is a member of the AWSC.
      • Is a member of the Convention Site Committee.
      • Arranges and chairs planning meetings (Area Delegate and Area Chairperson to assist in location and time of these meetings).
      • Assigns the remaining eleven Convention Committee duties.
      • Works with Convention Treasurer to prepare proposed budget and presents to AWSC at March meeting.
      • Requests advance monies from the Area Treasurer.
      • Co-signs all Convention checks with Convention Treasurer.
      • Coordinates Alateen activities with Area Alateen Coordinators.
      • Coordinates with Housing Committee member on hotel set up.
      • Coordinates activities with AA State Chairman when there is AA participation.
      • Coordinates work of Convention Committee members and budget allotments.
      • Assists Alternate Coordinator with selection of two Convention Committee members to the Speaker Selection committee.
      • Makes periodic and final reports at all AWSC and Area Assembly meetings.
      • Receives Activity Book to be used at the podium from Alternate Coordinator and finalizes activity schedule.
      • Arranges hotel walk-through with all Convention Committee members.
      • Directs activities during Convention. Chairs opening and closing of Convention.
      • Introduces the Convention Committee members on Saturday evening.
      • If vacancies occur on the Convention Committee, the Coordinator fills the vacancies from the existing pool members and notifies Area Chairperson.
      • Presents a financial statement covering the convention to the Area Assembly at the next quarterly meeting following the Convention.
      • Presents the final financial statement and surplus monies accrued from the Area Convention to the Area Treasurer as soon as possible.
      • Prepares final report of position for successor’s records.
    2. Alternate Coordinator:
      • Maintains permanent record of committee position to be passed on to successor.
      • Replaces the Convention Coordinator if he/she cannot fulfill their term.
      • Selects two Convention Committee members to the Speaker Selection Committee with the assistance of the Convention Coordinator.
      • Arranges and chairs Speaker Selection Committee meetings to select speakers two years in advance. Committee consists of Alternate Coordinator and two Convention Committee members who are in their second year.
      • Obtains from Area Delegate name of WSO participant when applicable.
      • Obtains from Area Alateen Coordinators the name of the Alateen speaker.
      • Plans Al-Anon/Alateen functions with assistance of the Alateen Coordinators.
      • Arranges times and topics for workshops, panels, speakers, films, entertainment, etc.
      • Chooses Master of Ceremonies (MC); all Districts are to be considered in the selection of MCs.
      • Confirms speaker time slots with the Courtesy Committee member.
      • Prepares program draft for approval by Convention Committee members.
      • Maintains up to date information on the program.
      • Arranges printing of the program.
      • Obtains and updates Convention Coordinator Activity Book, which contains copies of Opening, Closing, Traditions 6 and 11, MC’s information, and standard announcements used at Convention.
      • Checks all physical set up of main meeting room prior to each function (tables, chairs, etc).
      • Prepares final report of position for successor’s records.  
      • Purchases newcomer gifts and countdown gifts
    3. Secretary:
      • Maintains permanent record of committee position to be passed on to successor.
      • Takes and keeps permanent records of meeting minutes, budget, and financial reports.
      • Sends notices of meetings.
      • Prepares copies of minutes for Convention Committee members.
      • Arranges for official taper and public address system.
      • Sends Thank You notes to speakers and other participants.
      • Prepares final report of position for successor’s records.
    4. Treasurer:
      • Maintains permanent record of committee position to be passed on to successor.
      • Works with Convention Coordinator to prepare proposed budget for presentation at AWSC meeting in March.
      • Responsible for all monies and receipts. Maintains permanent record that includes: registration fees, literature funds, Hospitality surplus monies, and all other donations.
      • Opens bank account, with Convention Coordinator as co-signer.
      • Maintains checkbook with Convention Coordinator as co-signer.
      • Advances up to $300.00 “seed” money to Hospitality Committee member.
      • Advances up to $1 ,500.00 to Literature Committee member.
      • Pays all pertinent bills turned in by Convention Committee members.
      • Obtains starting cash from Convention Treasurer.
      • Prepares and reports updated financial records for each Convention Committee meeting.
      • Secures Hotel lock box.
      • Provides starting cash for Registration and Literature tables at the Convention.
      • Picks up monies from Registration and Literature tables at the Convention.
      • Return advance monies to Area Treasurer no later than December 15th following Convention.
      • Prepares a financial statement covering the Convention for the next quarterly Area Assembly and submits to Convention Coordinator.
      • Prepares the financial statement and submits surplus monies accrued from the Area Convention to the Convention Coordinator prior to that year end.
      • Close bank account.
      • Prepares final report of position for successor’s records.
    5. Registration:
      • Maintains permanent record of committee position to be passed on to successor.
      • Rent post office box.
      • Coordinate pre-registration forms for flyer with Publicity/Archivist Convention Committee member.
      • Responsible for all sales of pre-registrations and registrations.
      • Obtains flyers for pre-registration to be available at Area Assemblies.
      • Maintain records of registration.
      • Design and provide badges for Al-Anon, Alateen, AA, and visitors.
      • Provide badges and ribbons for Convention Committee members, speakers, and hosts.
      • Reserve registration setup furnishings during hotel walk-through.
      • Sets up and maintains registration desk at Convention with help of volunteers.
      • Turns in monies to Convention Treasurer on a timely basis and before leaving Convention site.
      • Prepares final report of position for successor’s records.
    6. Housing:
      • Maintains permanent record of committee position to be passed on to successor.
      • Meets with Convention Committee members for setup needs.
      • Meets with hotel sales manager to arrange meeting rooms, hospitality, and entertainment rooms. Meeting to include Convention Coordinator.
      • Reserve rooms for speakers, arranging any special needs, if required.
      • Arrange for block of sleeping rooms for Convention Committee members.
      • Prepares final report of position for successor’s records.
    7. Decorations:
      • Maintains permanent record of committee position to be passed on to successor.
      • Responsible for acquiring and displaying Convention theme banner.
      • Provides signs for lobby, hospitality rooms, bingo, and dance.
      • Provides decorations for lobby, registration, and stage.
      • Display the Al-Anon banner behind the speaker table and give to the incoming Decoration Committee member immediately after Convention.
      • Display the Twelve Steps, Twelve Traditions, and Twelve Concepts banners and give to the incoming Decoration Committee member immediately after Convention.
      • Prepares final report of position for successor’s records.
    8. Courtesy:
      • Maintains permanent record of committee position to be passed on to successor.
      • Contacts speakers, confirm participation and coordinate their travel arrangements.
      • Confirms speaker time slots with Alternate Coordinator.
      • Arranges for Al-Anon/Alateen members to host each guest speaker (I.e. to greet speaker at airport and provide transportation to and from the hotel).
      • Provide welcome and thank you gifts the speakers.
      • Establishes a bulletin board for messages near the registration desk.
      • Provides a list of medical services, such as doctors, dentists, wheelchairs, etc.
      • Prepares final report of position for successor’s records.
    9. Publicity/Archivist:
      • Maintains permanent record of committee position to be passed on to successor.
      • Coordinates pre-registration form with Registration Committee member.
      • Prepares Convention flyer and distribute at Area Assembly meetings and Inter-group Offices starting in March.
      • Sends dates and locations for publication in the FORUM, Area Newsletter, Al-Anon and AA Information Services, and other publications, I.e. local newspapers.
      • Coordinates with Area Archivist for display of Oklahoma Archives.
      • Reserves Archives setup furnishings during hotel walk-through.
      • Displays past Convention photo albums.
      • Arranges for photos of Area Convention highlights.
      • Sets up pictures in a current Area Convention photo album and pass on to Area Archivist.
      • Prepares final report of position for successor’s records.
    10. Entertainment:
      • Maintains permanent record of committee position to be passed on to successor.
      • Arrange music and decorations for dance.
      • Arrange for bingo’s.
      • Arrange for skits and/or other entertainment, if planned.
      • Reserve entertainment setup furnishings during hotel walk-through.
      • Prepares final report of position for successor’s records.
    11. Literature:
      • Maintains permanent record of committee position to be passed on to successor.
      • Receives up to $1 ,500.OO advance from Convention Treasurer.
      • Cooperates with Area Literature Coordinator for the ordering and purchase of literature.
      • Reserves literature setup furnishings during hotel walk-through.
      • Obtain Conference Approved Literature (CAL) well in advance
      • Create displays and/or decorations concerning literature (optional).
      • Arranges for the sale of books and pamphlets using volunteers.
      • Obtains starting cash from Convention Treasurer.
      • Turns in monies to Convention Treasurer on a timely basis and before leaving Convention site.
      • Keeps beginning and ending inventory records.
      • Prepares final report of position for successor’s records.
    12. Hospitality:
      • Maintains permanent record of committee position to be passed on to successor.
      • Arranges for and coordinates ALL Convention Hospitality Rooms and locations.
      • Arranges for donations of monies and refreshments.
      • Arranges for the purchase of food items and necessary supplies.
      • Coordinates with Convention Treasurer for seed money (up to $300.00) and donations.
      • Arranges for beverages throughout the Convention at the Speaker’s podium.
      • Encouraged to seek additional volunteer help to complete these duties.
        1. Main Convention Hospitality Room
          • Arranges setup of room.
          • Orders beverages, if served.
          • Provides “kitty” for donations.
        2. Area Hospitality Room(s)
        • Selects and coordinates with Hospitality Room(s) organizers.
        • Designates use of “seed money.”
        • Arrange volunteer scheduling for setup and maintenance.
        • Provides “kitty” for donations.
        • Turns in monies to Convention Treasurer before leaving Convention site.
        • Prepares final report of position for successor’s records.
    13. Area Delegate:
      • Is a member of the Convention Site Committee.
      • Assists Convention Coordinator in arranging time and location of Convention planning meetings.
    14. Area Chairperson:
      • Is a member of the Convention Site Committee.
      • Assists Convention Coordinator in arranging time and location of Convention planning meetings.
      • Attends all Convention Committee planning meetings.
      • Holds Area elections when pool member replacement is required.
    15. Area Alateen CO-Coordinators:
      • Attends all Convention Committee planning meetings.
      • Invite Alateen representation (if available) to attend Convention Committee planning meetings and assist Alateen Coordinator(s).
      • Coordinates Alateen activities with’ Alternate Coordinator.
      • Submits name and tape of Alateen speaker to Alternate Coordinator.

Guidelines for Alateen CO-Cordinators

Each receives full information and support from Oklahoma Area and WSO (i.e. correspondence, “This Day”, “Alateen Talk”, “Area T-Highlights”, etc.).

Al-Anon/Alateen Convention:

Alateen Convention:

Guidelines for Alateen Service Certification Committee

Purpose

To ensure that Oklahoma Area meets the Alateen minimum safety and behavioral requirements as approved in a motion by the Board of Trustees of the Al-Anon Family Group Headquarters, Inc. on December 8, 2003. Oklahoma Area’s Alateen Service Certification Committee (ASCC) coordinates the implementation of the following two processes:

  1. Alateen group registrations and group changes; and
  2. the certification that Al-Anon members meet area requirements to be involved in Alateen service. Bring before the AWSC and subsequently to the Area Assembly for approval, any necessary changes pertinent to Oklahoma autonomy.

Members

The Alateen Service Certification Committee is comprised of seven people:

  1. Alateen Service Certification Coordinator who chairs the ASCC meetings. The Coordinator is also the “Area Alateen Process Person” (which is WSO’s name for this person). This is a 1-year term of office appointed by the Area Chairperson.
  2. Alateen Co-Coordinator — East.
  3. Alateen Co-Coordinator — West.
  4. Area Delegate.
  5. Area Chairperson.
  6. Alateen — female. This is a 1-year term appointed by the Area Chairperson with input from the Alateen Co Coordinators.
  7. Alateen — male. This is a 1-year term appointed by the Area Chairperson with input from the Alateen CoCoordinators.

Each person (except the two Alateen members) must be certified as an “Al-Anon Member Involved in Alateen Service”. WSO defines an Al-Anon member involved in Alateen service as ‘An Al-Anon member who is directly responsible for Alateens while being of service to Alateen” (excerpted from the World Service Office Alateen Coordinator Mailing #1 dated March 18, 2004). Oklahoma Area further defines such Al-Anon members to include, but not be limited to, Alateen group sponsors and assistants, chaperones, drivers, Alateen conference cooks, and anyone else who has authority over Alateens. Alateen Service Certification Committee members must be willing to devote much time and participate in many meetings at their own expense.

Alateen Service Certification Coordinator:

  1. Arranges meeting location with the help of the Area Chairperson.
  2. Presents oral reports regarding the certification process at AWSC meetings.
  3. Provides written copy of reports to Area Secretary and the Alateen Service Certification Committee Secretary.
  4. Communicates regularly with the Area Group Records Coordinator.
  5. Ensures re-certification to the WSO annually, no later than July 1, that each Al-Anon member involved in Alateen service has met the Area’s Alateen safety and behavioral requirements and has agreed to abide by them (as stated in resolution item #3 of the Board’s Alateen Motion dated December 8, 2003).
  6. In the event the Alateen Service Certification Coordinator is unavailable, the Area Delegate will serve as the Alternate Alateen Service Certification Coordinator.

Secretary:

  1. Notifies members of times and dates of ASCC meetings.
  2. Record minutes of ASCC meetings.
  3. Furnishes updated notebook to ASCC members. This notebook is to contain:
    1. Oklahoma Area guidelines for ASCC.
    2. History pertinent to this committee including the WSO minimum safety and behavioral requirements as approved by the Board of Trustees on December 8, 2003.
    3. Current WSO requirements (and any pertinent guidelines by WSO).
    4. Pertinent excerpts from Area Assembly and AWSC meetings.
    5. Minutes of this committee since its inception, as well as the originating Alateen ad hoc Committee that was formed in March 2004. As the committee deems appropriate, the ASCC secretary may archive old minutes in a separate notebook to be kept by the ASCC secretary as a valuable resource. This can minimize the volume of material for each ASCC member’s notebook.

Expenses:

Required expenses (postage, copy cost, phone, etc.) to be reimbursed by Area.

Guidelines for Policy Review Committee

Purpose

To thoroughly research each phase of our Area activities and procedures, correlate our established procedures with WSO guidelines, and bring before the AWSC and subsequently to the Area Assembly for approval, any necessary changes pertinent to Oklahoma Area autonomy. The Committee will ‘research and report only/ on all proposed changes.

Members

  1. The Policy Review Committee is comprised of three members who are and have been active at the Area level for at least three years and attend Al-Anon/Alateen meetings on a regular basis.
  2. In addition, the Area Chairperson, Area Delegate, and pertinent Officer/Coordinator may be included as part of this committee.
  3. The Committee members must be ‘well-grounded’ in the knowledge of the Twelve Traditions and of Oklahoma’s established practices.
  4. The Committee members must be willing to devote time to projects that require much research and many meetings.
  5. The Members serve at their own expense. At each June AWSC meeting, one new committee member is elected for a three-year term (to maintain committee on a rotating basis). The term begins immediately after the June Assembly. Those nominated but not elected will remain in a pool one year to fill any vacancies.
  6. All committee members attend and have voice at AWSC meetings.

Meetings

  1. After election of the new committee member, a Policy Review Committee meeting will be called for the purpose of selecting a chairperson and secretary. The member who is in their third year calls this meeting. The Policy Review chairperson calls all subsequent meetings.
  2. Meeting reports are filed in Policy Review Committee notebook.
  3. Notebook to be passed to next member.

Chairperson:

  1. Present oral reports at the AWSC meeting.
  2. Provide written copy of reports to committee members.
  3. Fill committee vacancies, including replacement of inactive members. Selection to be made from existing pool of candidates, in order of votes received.

Secretary:

  1. Notifies members of times and dates of Policy Review Committee meetings.
  2. Records minutes of Policy Review Committee meetings.
  3. Furnishes updated notebook to Policy Review Committee members. This notebook is to contain:
    1. Oklahoma Area Guidelines for Policy Review Committee.
    2. Current WSO Guidelines.
    3. Minutes of Policy Review Committee meetings.
    4. Pertinent excerpts from AWSC/Area Assembly meeting minutes.
    5. Copies of all pending and approved findings/proposals presented to the AWSC by the Policy Review Committee.
  4. Collects notebooks from outgoing members.

Expenses:

Required expenses, (postage, copy cost, etc.) to be reimbursed by Area.

Guidelines for Travel Expense Reimbursement of Officers/Coordinators

Website Coordinator Duties

  1. Ensure content is in conformity with the Twelve Traditions and Twelve Concepts of the Al-Anon and Alateen Family Groups as well as the current Al-Anon Alateen Service Manual and guidance from the World Service Office. (WSO)
  2. Maintain a link to the WSO.
  3. Search out and provide ideas for major changes in the design and content to the Area officers. Make major changes upon approval of AWSC and Assembly.
  4. Coordinate with the Group Records Coordinator, updating meetings database within one week of notification of meeting additions, changes, or deletions.
  5. Coordinate with the Secretary, updating the Oklahoma Digest of Al-Anon & Alateen Policies within three weeks of notifications, changes, or deletions.
  6. Update other areas of the site, i.e. convention information, Alateen, etc within one week of notification of the need for updates.
  7. Coordinate requests for information from professionals with appropriate person.
  8. Coordinate requests received from the Comments, Questions, Suggestions Page with appropriate person.
  9. Keep in touch with the needs of the Oklahoma Area by being active in Assembly and AWSC meetings, reading the THIS DAY and local newsletters and keeping in touch with a wide range of Oklahoma Al-Anon members and Area Information Offices.
  10. Provide a written and oral report to the Area World Service Committee(AWSC) that meets four times a year. If you are unable to attend any meeting or Area Assembly, send a report to the Area Chairperson and Area Secretary.
  11. Ensure that the URL is maintained and that invoices for housing the pages are sent to the treasurer for timely payment.
  12. Set up email accounts for users as Area Officers, coordinators, DR's, etc. Will provide instructions to users for website.
  13. Prepare and secure backup files of the website. As an added measure of safety, the website Coordinator and the Area Alternate Delegate will have a copy of the backup CD.

2008 OKLAHOMA AREA AFG
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