Eat 'N Speak Guidelines

QUARTERLY EAT ‘N SPEAK
 ( BENEFITING A.I.S. OFFICE)

  St. Stephen’s Presbyterian Church, 2424 NW 50th, OKC

 FIRST SATURDAY OF:  FEBRUARY – MAY – AUGUST – NOVEMBER

HOST GROUP GUIDELINES: ( Suggestions Only)
Please study pgs 77-79 of Al-Anon/Alateen Service Manual (2004-2006)

Arrange for Speaker – Get Gift for Speaker

a)   Arrange with AIS Secretary to have Church unlocked and the alarm system  disarmed and a microphone ready. Call the Secretary at 767-9071.

b)   Four  Weeks in Advance, a flyer about the event will be handed out from the AIS Office to notify groups. E-mails will be sent to our mailing list.

c)   You are responsible for bringing supplies from AIS Office to St. Stephen’s and returning to Office after the event.

d)    Host groups need to arrange to pick up a box of literature to be sold at the eat-and-speak with the other supplies, arrange for a volunteer to sell the literature, and return receipts and profits to the office with the supplies.

e)   Check inventory of supplies needed to replenish before the Eat ‘N Speak.

f)   Provide drinks and ice.

g)    Set up tables and any decorations 1 hr. prior to the meeting(11:30-12:00). If you do have table centerpieces, think about using them as additional raffle items.)

g)   Plan a clean-up crew to leave the room as clean as it was found.

h)   Appoint a Chairperson for the meeting.

SUGGESTED FORMAT: ( First the Eating, then the Speaker)     

a)   Open the meeting with prayer, the Al-Anon Welcome and any announcements.

Pass the basket (to help pay the rent) at the same time.

b)   Turn moneys (basket and raffle) over to the AIS Office Secretary or Board

Chairperson.  The AIS Office is responsible for paying the rent to St. Stephen’s.

c)    Introduce the Speaker….

d)   After the Speaker, ask the AIS Office Secretary to announce how much money was collected and what the attendance is.

e)   Raffle Items announced.

f)    Close the meeting with Prayer.

CO-HOST GROUP GUIDELINES: ( Suggestions Only)

COME EARLY TO:

a)   Set up table of Raffle Items.( From Service Manual, pp. 77-78: “To avoid commercialism in the fellowship, it is suggested that these items relate in some way to our spiritual principles. Items such as Al-Anon or Alateen books, subscriptions to The Forum, or the donated products of the creative efforts of individual members are suggested.”)

b)   Sell Raffle tickets day of the event (before it starts, during eating and announcements).

c)   Co-ordinate with Host Group: Call out winning numbers of the items.

d)   Turn the ticket proceeds over to the AIS secretary or  AIS Board Chairperson.

e)   Assume the responsibilities of Hosting the next Eat ‘N Speak and ask another District or Group to be the Co-Host.                                            

Revised 2/15/06       

By-Laws

BY-LAWS

OF

AL-ANON INFORMATION SERVICE, INC. 

AMMENDED September 10, 2015

                                               

ARTICLE I

NAME AND OFFICE

The name of this corporation is Al-Anon Information Service, Inc., hereinafter called the AIS and its principal office address is 3801 NW 63rd Street, Building 3, Suite 129, Oklahoma City, Oklahoma 73116-1930.

 

ARTICLE II

 

PURPOSES AND OBJECTIVES

 The purposes and objectives of this corporation are a continuing cooperation between Al-Anon/

Alateen and all agencies working with families of alcoholics, providing a vehicle whereby Al-Anon/Alateen groups and individuals may “carry the message to friends and relatives” within the framework of the Twelve Traditions of Al-Anon/Alateen.

 

ARTICLE III

 

MEMBERSHIP

 

1.      The membership of the AIS shall consist of each present Al-Anon/Alateen group, or any future Al-Anon/Alateen groups, located in the Central Oklahoma Districts. Each member group shall have one representative vote at meetings called to conduct business of the member groups collectively.

2.      Each Al-Anon/Alateen group electing to participate in the AIS shall send one Information Service Representative and/or one Alternate Information Service Representative or an individual member of the group to act as that group’s voice with voting privileges, one vote per group, for their group at duly called meetings of the membership at large.  Each Al-Anon/Alateeen group shall determine the terms of service of the representatives for their individual group, using the guidelines given in the Service Manual.

 

 

ARTICLE IV

 

MEETINGS 

1.      Representative Meetings shall be held quarterly on the Thursday prior to the Area Assembly or any other time as may be called by a majority of the duly elected Board of Trustees or upon written request of at least two-thirds (2/3) of the member group representatives.

2.      The current Chairperson of the Board of Trustees shall preside at all duly called meetings of the member Information Service Representatives; in absence of the Chairperson, the Vice-Chairperson shall preside; in the absence of both of the above, the next succeeding officer present shall preside. 

3.      There shall be an annual meeting of the membership at large on the Thursday prior to the March Area Assembly each year at which time the Board of Trustees shall be elected and any business may be transacted.

4.      Notice of the time and place of all annual, quarterly and special meetings shall be given in writing by means such as but not limited to postal, e-mail, or fax notification, of the time and place of the meeting, at least ten (10) days before said meeting.   The Office Manager shall issue notices of all Membership Meetings.

5.      A quorum shall consist of the representation from at least one-third (1/3) of the participating member groups or at the discretion of the Chairperson of the Board of Trustees, a quorum may be declared by a motion, a second, and a simple majority vote from the floor of the member Information Service Representatives.

6.      If a quorum is not present at a duly called meeting of Information Service Representatives, a subsequent meeting may be called within ten (10) days thereafter upon written notice to all representatives as provided herein above, at which time and at such duly called meeting representation from at least one-tenth (1/10) of the participating member groups shall constitute a quorum.

 

ARTICLE V

TRUSTEES

 

1.      The business and property of the corporation shall be managed by a Board of Trustees made up of not less than five (5) nor more than nine (9) Trustees, who shall be elected by the member Information Service Representatives at the annual meeting or at any other regularly scheduled quarterly meeting or specially called meeting of the member groups.  The Meetings of the Board of Trustees shall be closed to the general membership.

2.      The Information Service Representative or other selected individual member from a member Al-Anon/Alateen group shall represent said Al-Anon/Alateen group at the annual meeting where they shall elect the Trustees who are to serve in that capacity on the Board for the two (2) year period next ensuing. Nomination for Trustees to the Board shall be from the floor by the Representatives. 

3.      The representatives at the March meeting shall elect a minimum of two (2) Trustees to serve for two (2) years beginning in the even numbered years, and elect a minimum of three (3) Trustees for two (2) years beginning in the odd numbered, with the intent of maintaining nine (9) board members with staggered terms. Trustees so elected shall take office in April with the mentorship of previous board members.

4.      Following the annual election, the then Trustees and the Trustees-elect shall hold a meeting and elect a Chairperson, Vice-Chairperson, Secretary and Liaison.  These positions shall be by election only, not succession. The Chairperson shall be elected from current members who served on the Board the previous year.  

5.      Trustees shall be elected or may be removed by two-thirds (2/3) vote of the participating Information Service Representatives or other voting members.

6.      If the Board of Trustees has fewer than nine (9) members, vacancies will be filled by special election at the next quarterly meeting.

7.      No trustee may be elected for two (2) consecutive terms, except in certain cases where a trustee is appointed or elected to fill an unexpired term. If the newly appointed/elected trustee fills an unexpired term of more than one (1) year, that trustee will not be eligible for election to a second consecutive term. However, if a trustee is appointed or elected to fill an unexpired term of less than one (1) year, that trustee may be nominated and elected to a full two (2) year term at the next annual meeting.

8.      Special meetings of the Board of Trustees may be called by the Chairperson and/or, in their absence, by the Vice-Chairperson or by a majority of members of the Board of Trustees. By unanimous consent of the seated Trustees, a special meeting of the Board of Trustees may be held without notice at any time and place. Except those meetings called by unanimous consent of the Trustees, notice of all regular and special meetings, shall be given by written notice to each member by means such as but not limited to postal, e-mail, or fax notification of the time and place of the meeting ten (10) days prior to the meeting.

9.      Any person nominated to election as a Trustee must be an active member of an Al-Anon/Alateen group with at least two (2) years of participation in Al-Anon and shall maintain his/her membership in Al-Anon/Alateen while serving as a Trustee following the suggested guidelines in the Al-Anon Service Manual.  Dual members may not serve in any elected position.

10.  A Trustee may resign his/her duties at any time. Absence of a Trustee from three (3) meetings without explanation constitutes resignation.  If a Trustee is unable to attend a Board Meeting, that Trustee must notify either the Chairperson or Vice-Chairperson of their absence.

11.  The Trustees shall elect an Executive Committee consisting of not less than four (4) Trustees, namely the Chairperson, the Vice-Chairperson, Secretary, and Liaison. They shall be responsible for all activities of the AIS subject to the instruction given by the full Board of Trustees or by the representatives through formal resolution.

12.  A quorum required to conduct Board business shall be two-thirds (2/3) of the Trustees. Quorum shall be satisfied by personal attendance at the meeting or electronic participation including but not limited to conference calling.

13.  If a quorum is not available, as referenced in Section 12 above, at a duly called meeting of the Board of Trustees, a subsequent meeting may be called upon written notice including fax, e-mail or any and all other electronic means available, to all Board members at which time and at such duly called meeting, a simple majority of the current seated Board shall constitute a quorum.

 

ARTICLE VI

DUTIES OF TRUSTEES AND OFFICERS

  

1.      Each person duly elected as a Trustee shall faithfully and honorably discharge his or her responsibility as an officer of trust, bearing in mind at all times that his or her actions are for the benefit of all Al-Anon/Alateen groups and that principles shall always come before personalities.

2.      Each officer of the Board elected to serve in office shall perform such duties as usually pertain to his or her office and such other duties as may be specified by the member Representatives as is further outlined in the guidelines for the Board of Trustees.

3.      The Chairperson of the Board of Trustees shall preside at all meetings of the Board of Trustees, including Special Meetings and Membership Meetings.  The Chairperson shall be familiar with and knowledgeable of the By-Laws and the Al-Anon/Alateen Service Manual.  The Chairperson shall draft an Agenda of all meetings and submit it to the Secretary for distribution 14 days prior to the meeting.

4.      The Vice-Chairperson of the Board of Trustees shall preside at any meetings where the Chairperson is absent or late.  The Vice-Chairperson shall be familiar with and knowledgeable of the By-Laws and the Al-Anon/Alateen Service Manual.  

5.      The Secretary’s duties shall include keeping a record of all meetings in the form of minutes properly signed by the Chairperson, affixed with the corporate seal and filed with the corporate records.  The Secretary shall issue notices of all Trustees’ meetings and meetings of the members of the corporation and shall attend and keep the minutes of such meetings; shall have charge of all corporate books, records and papers; shall be custodian of the corporate seal; shall attest with his or her signature and impress with the corporate seal all written contracts of the corporation and shall perform all such other duties as are incident to that office; annual reports and periodic reports as designated by the Board of Trustees shall be tendered to the representatives of the member groups.  The Secretary shall also keep a current copy of the By-Laws, Al-Anon/Alateen Service Manual and Robert’s Rules of Order on the table at all meetings.

6.      The Liaison of the AIS shall attend all World Service Committee meetings to represent the AIS by vote and by voice. He/she shall also attend all Area Assembly meetings, providing a written report on AIS activities to the Area Secretary, and giving an oral report to the Assembly.  In addition, the Liaison shall communicate any pertinent information from the Area Assembly and the World Service Committee to the Board of Trustees of the AIS.

 

ARTICLE VII 

FINANCING

The financing of all administrative activities of the AIS shall be by pledge and/or contribution of the member groups and interested Al-Anon/Alateen members.

 

 

ARTICLE VIII

OFFICE EMPLOYEES

1.      The Board of Trustees shall be responsible for the hiring of an Office Manager and such other staff as needed to conduct the business of the AIS office.

2.      The Office Manager shall perform all duties and responsibilities as outlined below, or as otherwise assigned, in accordance with good business practices and the traditions and spirit of the Al-Anon fellowship. The Office Manager shall be responsible to the AIS Board of Trustees.

3.      Qualifications for the Office Manager, as adopted (3/12/2010) are:  The Office Manager must have a minimum of three years of active membership in the Al-Anon program, and must remain active in the program while serving as Office Manager. 

4.      The Duties and Responsibilities of the Office Manager are designated by the Board of Trustees, and include: 

a.      The Office Manager is responsible for opening the office, answering call and emails, recording they types of incoming calls and referral information.  Maintain the office in a clean, neat and orderly condition.

b.      The Office Manager shall duplicate and mail materials as directed by the Board, including the AIS Newsletter, the current list of Al-Anon meetings, and assure that copies are available to the public.  He/She may transmit schedules, Newsletters and other notifications by email.

c.      Update and maintain computer programs.

d.      Record all sales and contributions.

e.      Deposit all checks and cash.

f.        Purchase of sundry and miscellaneous expenses, such as, cleaning supplies, etc. will be made from petty cash.  The Office Manager shall retain receipts for petty cash expenditures and record all petty cash transactions.  The Petty Cash account should maintain a balance not to exceed $100.  Petty cash will be replenished from the general fund as needed by the Treasurer or the Board Chairperson. 

g.      Office supplies or major purchases in excess of $200 should be approved in advance by the Board.

h.      The Office Manager is responsible for maintaining the inventory of Literature for sale, and for recording sales as they occur to facilitate re-ordering.   He/she is also responsible for ordering Literature as it is depleted, for shipping and receiving all literature orders, and for verifying all incoming orders are correct.  The Office Manager is also responsible for conducting an annual inventory of all items with the Treasurer and Board of Trustees.                      

i.        The Office Manager will maintain a daily record of all incoming calls with referral information and record each type of call; including 12-Step Calls, meeting inquiries, literature inquiries, office visitors, emails, and other types of calls.  

j.        When the office is closed, the Office Manager is responsible for assuring that the answering machine is turned on.

k.      Maintain a copy of Office Policies and duties in the office.

l.        Ensure that normal office hours are covered by approved volunteers when taking annual, sick or personal leave with appropriate notification to the Board of Trustees through the Chairperson.

5.      Annual Wage and Personal Leave policies:   

a.      The Office Manager shall be entitled to six days paid annual leave in each calendar year. If there is unused leave at the end of the calendar year, six (6) days (at most) can be carried over to the following year or the Office Manager may elect to be paid for any unused leave at the rate in which the leave was actually accrued. Moreover, only three (3) consecutive days of accrued leave may be taken without prior Board approval.

b.      The Office Manager will also be granted a paid holiday on those days when normally scheduled office operations coincide with the following holidays:  New Year’s Day, Memorial Day, Independence Day, Labor Day, the day following Thanksgiving Day and Christmas Day. If a scheduled holiday falls on a weekend or non-office day, the Office Manager will not receive additional holiday pay or be entitled to a compensatory day. In those years when Christmas Day, New Year's Day or Independence Day falls on a Saturday and the generally accepted public holiday is the preceding Friday, the office will be closed on that day and the Office Manager will be granted it as the traditional holiday; when the accepted public holiday falls on a Sunday and the generally accepted public holiday is the following Monday, the office will be closed that day and the Office Manager will be granted it as the traditional holiday.

c.      The Office Manager will be paid an hourly wage at a rate determined by the Board of Trustees. This rate of pay is to be reviewed on an annual basis or more frequently as the Board may determine.  Normally the Office Manager will be evaluated each September by the Board of Trustees. The Board will vote on a Christmas bonus for the Office Manager at the December Board of Trustees meeting.

d.      The Office Manager is entitled to reasonable sick leave and personal leave. Personal leave will be accrued at a rate of two hours per month with a maximum accrual 42 hours. The Office Manager may elect to use this accrued personal leave in the event of illness or other eventualities or the Office Manager may make up the missed time by working an equal number of hours on a day when the office is not scheduled to open. This make-up time will be with approval of the Chairperson or the Board of Trustees and must be performed within thirty (30) days of the absence.

 

 

TREASURER

 

1.      The Board will be responsible for retaining a Treasurer who is qualified to perform the necessary duties as stated below or otherwise assigned.

2.      The Treasurer shall have custody of all money and securities of the corporation and shall give bond in such sum and with such surety as the Trustees may require conditioned upon the faithful performance of the duties of the office.  The Treasurer shall sign all checks of the corporation and shall make a report of the general financial condition of the corporation at such quarterly meetings of the members of the corporation and at such other times as the Board of Trustees may deem necessary.

3.      The Treasurer will keep and maintain all financial records of the AIS Office.  The Treasurer is responsible to the AIS Board of Trustees and the membership of the groups served by the AIS Office.

4.      The duties of the Treasurer shall consist of the following items listed in the document entitled:  TREASURER: DUTIES AND RESPONSIBILITIES, as adopted (9/08/2005).  These include:

 

    1. Responsible for maintaining a calendar to ensure all business, bill payments, payroll, reports, tax deposits and payments are made in a timely manner

 

    1. Responsible for issuing all Disbursements (including bill payments, payroll, expenses, federal tax deposits, state tax deposits)

 

    1. Responsible for managing all Cash Accounts (including Petty Cash, Cash Box,  Bank Accounts)

 

    1. Responsible for the Reconciliation of all Cash Accounts

 

    1. Responsible for keeping hard copy files of checks, deposits and bank reconciliations, along with archives of prior years’ activity.

 

    1. Responsible for preparing all state and federal tax forms (including sales tax, unemployment tax, payroll tax liabilities,  payroll forms [W-2s and 1099s], state and federal withholding, sales tax reports, state and federal corporate tax reports, state and federal corporate tax returns, etc.)

 

    1. Responsible for filing all State and Federal Tax forms on time (there are monthly, quarterly and annual forms to be filed)

 

    1. Responsible for conducting all correspondence with the Oklahoma Tax Commission and Internal Revenue Service as needed (including telephone and written correspondence)

 

    1. Responsible for keeping an accurate set of Corporate Accounting Books using Quickbooks software

 

    1. Responsible for preparing written instructions on office procedures concerning the fulfillment of the duties of the Treasurer
    1. Responsible for preparing and presenting Quarterly Reports to the Board of Trustees regarding company financials (Balance Sheet, Income Statement, Treasurer’s Report)
    1. Responsible for correspondence with Certified Public Accountant as needed

 

m.    Normally the Treasurer will be evaluated each September by the Board of Trustees. The Board will vote on a Christmas bonus for the Office Manager at the December Board of Trustees meeting.

  

ARTICLE IX

CHANGES, AMENDMENTS AND RATIFICATIONS 

1.      Changes to the By-Laws may be submitted for a vote by, Group Representatives, Alternate Group Representatives, or other voting members, or by the Trustees of the Board at any regularly scheduled meeting of the membership or at any special meetings properly called for such purpose.

2.      Copies of all By-Laws or Amendments must be submitted to each representative and his or her alternate at least thirty (30) days before the meeting at which such action is to be taken on the By-Laws or Amendment.

3.      When these By-Laws are amended, as provided in paragraph 1and 2 of this Article, such amendments shall become a part of these By-Laws as if fully set forth herein and made a part thereof.   

 

The AIS By-Laws with Corrections, Changes and Amendments were approved by the AIS Board of Trustees on September 10, 2015.

Joy Booth,
Secretary
AIS Board of Trustees

 

 


 |