Northern California World Service Area
COORDINATOR GUIDELINE
12 STEPPER EDITOR
PURPOSE:
· To be the primary and official communications vehicle of the Northern California World Service Area (NCWSA) [See Northern California World Service Committee (NCWSC) Guideline, VI.A.1]
· To give legal notice of the Annual Meeting to all members.
· To maintain compliance with the incorporation requirements for the Sate of California. (see Bylaws, Article IV, Sec 4)
PREREQUISITES, REQUIREMENTS, SKILLS OR TALENTS NEEDED:
· Computer skills for creating a document for publishing
· A willingness to ask for help
DUTIES & RESPONSIBILITIES:
· Produce and distribute a publication three (3) times per year for NCWSA:
Annual Financial Report for the One Day Assembly Issue:
Includes the Annual Financial Report; Assembly agenda; minutes of the prior Assembly; Delegate’s report on the annual Al-Anon Family Groups (AFG) World Service Conference; and any special announcements and reports.
Notice of Annual Meeting for the Three Day Assembly Issue:
Includes Assembly agenda; minutes for the prior Assembly; the proposed budget for next year; reports from the Officers, Coordinators & Committee chairs; and announcements of special NCWSA events.
End of Year Issue:
Includes a Treasurer’s report; information regarding the annual NCWSA Convention; Coordinator and Committee chair reports; District and Intergroup reports; and announcements of special NCWSA events
· Mail, via Bulk Mail, a copy of the Annual Financial Report and Notice of Annual Meeting issues to all group registered with AFG in NCWSA, the Delegate, Officers, Coordinators, Intergroup Liaisons and Executive Committee members. A number of copies are also sent to other World Service Areas across the country.
· Send electronic copy of the End of Year issue to the NCWSA webmaster for posting and notify the members of the posting via electronic media.
· Notify the Officers, Coordinators and Committee chairs of the deadlines for written reports
· Collect agendas for the Assemblies, reports from Officers and Coordinators, and edit reports as needed.
· Establish a committee to review each issue for legal content in accordance to the Bylaws and proof reading. Allow a month for review.
· Send to a printer and arrange for paper copies to be picked up from the printer. Quantity may vary depending on the number of groups.
· Request printed labels of addresses from the NCWSA Group Records Coordinator
· Arrange for address labels to be put on each and send via US Bulk Mail.
· Be familiar with the rules of Bulk Mail as they change from time to time
· Delete last names in the body of the publication. The roster may include last names.
· Submit an electronic issue without the roster to the NCWSA Web Coordinator
· Attend all NCWSA and NCWSC meetings. Prepare and submit a report as required.
· Provide Budget input regarding expenses to the NCWSA Budget Committee.
· Update Guideline and Forms as needed (See the NCWSC Guideline with Appendix A & B).
· Be familiar with the Bylaws effecting this position (See Article VII)
· Practice the Steps, Traditions, and Concepts in all affairs
TIME-LINE:
· Allow one month for each issue for review committee and proof reading.
· Allow adequate time for the printing and mailing to meet deadlines. Suggested time is 5 weeks.
· One Day Assembly Issue – deadline for publishing is 120 days after January 1 of each year
· Three Day Assembly Issue – deadline for publishing is 45 days prior to Three Day Assembly.
· End Year Issue – this is a web only issue (paper copies are not sent via mail); deadline is the end of October.
AMOUNT OF TIME REQUIRED:
· Approximately 40 hours for each issue plus travel time for required meetings and assemblies.
EXPENSES:
· All expenses required to publish and distribute the document
· Travel, room and meals to all NCWSA Assemblies and NCWSC Meetings
· Supplies required in performing all duties such as office supplies, paper products for special events.
EQUIPMENT NEEDED:
· Personal Computer and internet access is essential.
FORMS:
· NCWSA Forms: Expense Report, A04 and 12 Stepper Subscriptions, A28
http://www.ncwsa.org/forms/
OTHER INFORMATION:
· WSO Guideline for newsletter editors G-21; http://www.al-anon.org/members/guidelines.php
· NCWSA Guideline; http://www.ncwsa.org/guidelines/
· Copies may be purchased by anyone on a subscription basis using form A28.
REV 1-2014 Page 2 of 2 B15