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
( 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
then returning to Office after the event.
d) Check inventory of supplies needed to replenish before the Eat ‘N Speak.
e) Provide drinks and ice.
f) 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.
AL-ANON INFORMATION SERVICE, INC.
AMMENDED JULY 22, 2000
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, Edgewater Building 3, Suite 129, Oklahoma City, Oklahoma 73116-1930.
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.
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.
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.
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.
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.
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.
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.
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.
10. A Trustee may resign his/her duties at any time. Absence of a Trustee from three (3) consecutive meetings without explanation constitutes resignation.
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.
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 asis further outlined in the guidelines for the Board of Trustees.
3. The Secretary’s duties shall include keeping a record of all meetings in the form of minutes properly signed by the Chairperson and 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 paper; 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.
4. The Board will be responsible for retaining a Treasurer who is qualified to perform the necessary duties and is bonded.
5. 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 meeting of the members of the corporation and at such other times as the Board of Trustees shall deem it necessary.
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.
7. The Board of Trustees shall be responsible for the hiring of a secretary and such other staff as needed to conduct the business of the AIS office.
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.
CHANGES, AMENDMENTS AND RATIFICATIONS
1. Changes to the By-Laws may be submitted for a vote by the Information Service Representatives, Group Representatives, or other voting members, or by the Trustees of the Board at anyregularly 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.