Minutes of the March 24, 2012 Assembly held at Maryknoll Center
55 Ryder Road, Ossining, N.Y.
Our website: www.al-anonny.org
OPENING: Fran opened the meeting at 1:00 pm with the Serenity Prayer.
Linda H. read the Twelve Traditions.
Barbara R. read the page of the day (Mar. 24) from Courage to Change.
INTRODUCTION OF THOSE PRESENT:
SECRETARY: Fred G.
Please email me your reports as soon as possible. A suggestion is to email them to me the night before if possible.
TREASURER: Peggy C.
Motion 52/A04/01 made by Ed and seconded by Doug to accept the Treasurer’s report
Vote: Yes –62, No - 0, Abs –0 - Motion passes
AREA CHAIRPERSON: Fran M.
Welcome everyone. Thanks for your service today. Also, we thank District 10 for hosting today’s assembly. They did such a wonderful job. I will be asking for volunteer Districts to host June 10th and October 28th assemblies later in the meeting, so give it some thought in the mean time. If no one comes forward, we will have to go without refreshments for those assemblies.
I listed the Discovery Thought Force meeting on the agenda; however, I’m mentioning it here as well to keep it in the forefront of your minds. The date is April 15th at St. Vincent’s in Harrison. I realize that probably half of the committee may not be there, but we have to get started somewhere. We’ll be meeting again soon, and you’ll have a copy of the minutes to stay up-to-date.
At the first break, I am asking all AWSC members to come up front for a discussion on the handout I emailed last night. If you did not receive it, there are additional copies on the front table. Please look it over before we meet.
There are Trusted Servant Profiles on the table with the new wording – approved recently,
Okay, let’s get to work!
DELEGATE: Petra L.
Welcome GR’s, DR’s, Officers, Coordinators, Liaisons, Committee members and Guests
Three more weeks and off I go to this years Conference held in Stamford CT
This year's Conference Theme is: Our Spiritual Journey- we get as we give.
So thank you for another day of service
During my three year term I plan on visiting all Districts and as many groups as possible, so please be in touch with me regarding your upcoming DR Meeting and I will try to attend one at a time.
Last week I did visit DR 21 and DR 33. I can speak on Conference activities, the Concepts or any other questions your group might have.
March 09-11,2012 we attended the 34th annual Northeast Regional Delegates (NERD) Meeting in Mystic CT along with 2 former Delegates from NYS. We had so much FUN
A friendly reminder…..LOVE GIFTS.
Love gifts are small tokens to be shared with other Areas in our fellowship during the conference. Each District and/or group is given the opportunity to be creative by using the theme, slogans, Serenity Prayer, ect. to send a loving message from NYS
Please specify your district number and always NYS on it.
Also cards signed by the members of your group would be greatly appreciated.
All love gifts are to be sent to:
Petra L (Hold for WSO 4/15-4/19, 2012)
Stamford Marriott Hotel & Spa
243 Tresser Boulevard
Stamford, CT 06901
Please note packages will not be accepted before April 11th
Use my home address for the return address on the packages/cards
Your DR has the info
I am sending around the 2011 WSO Annual Operational Report and the 2011 Audit Report. Please look at it and decide if you wish a copy then email me and I will send them to you. Please record any questions, citing the page number and paragraph from the document. You may e-mail these questions to me by March 28th 2012. A written copy of all questions and answers submitted by Conference members will be provided to us Delegates at registration for the 2012 World Service Conference. Time will be provided during the approval process for other questions related to the Annual Report. I hope that you enjoy reading about the activities of our World Service Office.
Attached are CMA Newsletter and Form for WSO Groups Department
With love and gratitude in Al-Anon service
Petra L, NYS 51,
ALTERNATE DELEGATE: Michele R.
Group Inventories:
· 2/13/12 – Group Inventory – Valley Stream
· 3/3/12 - Board Inventory – NY Intergroup (Section 1)
Upcoming Inventories:
· 3/29/12 – Group Inventory – Suffern
· 5/5/12 – Board Inventory – NY Intergroup (Sections 2 & 3)
· pending - Group Inventory – D21 “Work the Program, Not the Problem”
· pending – Group Inventory – Mt. Kisco “Tuesday Lunchtime Meeting”Remember: “periodic inventories help to keep your “group” healthy and invigorated. Members can use the inventory to discuss new service opportunities and address major or minor concerns before the group’s unity is disrupted.” (taken from G-8a)
Group Inventories for Districts, AIS, Intergroup
I have adapted the Al-Anon Guidelines G-8a, “Taking a Group Inventory,” to meet the needs of Districts/Al-Anon Information Services/Intergroup Boards. If your district or AIS is interested in doing a group inventory, please contact me and we can talk about how to facilitate setting it up. At this level, additional resources include:
Al-Anon Guideline: Taking a Group Inventory G-8b
Al-Anon Guideline: Reserve Fund Guideline G-41
I encourage you to have these discussions with your districts and boards and consider taking an inventory.
We used the adapted version of G-8a with the Intergroup Board on March 3rd and it worked very well. We completed Section 1 and have scheduled another date to complete Sections 2 & 3.
Al-Anon Acronyms
I’ve been hearing everyone say…. “What does that mean?” (or) “What do those letters stand for?” (or) “How will I ever know what they’re talking about?”
So-o-o-o… I started collecting a list of all the most common acronyms we use and we seem to take for granted (that everyone knows what we’re talking about!). Hope the chart helps you make sense of it all…. If I missed anything let me know and we’ll keep updating it. I’ll have it posted on the Area website on the members/AWSC/Assembly page.
G.R. Concept Meeting
As Alternate Delegate, I lead a G.R. Concept Meeting at each Assembly. We spend some time reading and discussing one of our 12 Concepts. If we have time, we review the matching Tradition. Please plan your attendance at Assemblies to include the Concept meeting, held from 12:15 – 12:45 pm. Your participation and experience, strength and hope are important to this Area and to the study of the Concepts. A chart is available so you will know what Concept is being discussed at each of our Assemblies.
How to Survive an Assembly?
I found a copy of this handout in some old files I was going through. The list was originally from CA (N) as a handout to assembly members. It was printed in Area Highlights/Spring 2000. With so many new GRs coming to assemblies for service, the suggestions will hopefully help us survive this and future assemblies together, peacefully and productively, using the principles of the program!! – Another one to post on the members page.
AREA ISSUES:
Request for Hosting: We still need hosting for June 10 and Oct. 28th assemblies.
AREA BUDGET
The following Budget was discussed and voted on:
Area Expenses $15,645.00 Position Expenses $7400.00 + total expenses $23,045
Allotments $1500 = total budgeted expenses and allotments $24,545.00
Motion 52/A04/02 Made by Marlene and seconded by Catherine to accept Budget.
Vote: Yes –62, No - 0, Abs. – 0. Motion passes
Motion 52/A04/03 Made by Jody & Seconded by Bill:
The AWSC recommends to the assembly that we post the Treasurer’s report on line one week before every assembly in lieu of reading the report line by line at every assembly. At the assembly the area treasurer would take mike questions after two minutes of review.
Vote: Yes – 50, No - 7, Abs – 2. Motion passes
Motion 52/A04/04 Made by Lew P. & Seconded by Sarah L.:
The AWSC recommends to the assembly that all assemblies start at 12 noon instead of 1 p.m. Sign in to start at 11 a.m. Concept meeting at 11:15 a.m. Meetings scheduled to end at 4 p.m.
Vote: Yes – 52, No - 5 Abs – 0. Motion passes
Steering Committee motions:
Motion 52/A04/04 Made by Diane & Seconded by Marcia to plan a TEAM event for our Area in fall 2012, consisting of a one-day service workshop.
Vote: Yes – 50, No - 3, Abs – 4. Motion passes
Motions discussed at 1st Assembly: to be voted on in June
Motion 52/C03/05
The AWSC recommends to the assembly the following motion: When Chairperson is unable to lead an AWSC/Assembly meeting and if the current Treasurer is not able to fill the position, the AWSC will meet and select a committee member as a replacement for that meeting.
Motion 52/C03/06
The AWSC recommends to the assembly the following motion: Only officers elected at the October assembly of the third year of term. Coordinator positions would be appointed through the following process:
· October Assembly of the third year: Collection of TSP (Trusted Servant Profile) from members interested in Coordinator positions.
· Nov/Dec of the third year of term: Profiles are reviewed and discussed by the five newly elected Officers and the current Steering Committee . Incoming panel of Coordinators will be selected by Dec. 15. Newly elected Chairperson will contact and confirm member selected for each Coordinator position. Current Chairperson will schedule a Transition meeting with out going and incoming panels of Officers / Coordinators before the end of term.
· Jan. AWSC. Introduction of new panel of to AWSC for individual vote of confidence. Any vacancies? Accept TSP.
· Feb. Assembly. Introduction of new panel of to Assembly for individual vote of confidence. Any vacancies? Accept TSP.
Motion 52/C03/07
The AWSC recommends to the assembly the following motion:
That the Delegate is elected from among the current DRs, or past DRs, if they are currently active at the AWSC level as an Officer or Coordinator.
Al-Anon members involved in Alateen Service:
A special meeting of the AWSC was held during the break to discuss the following motion made by Sue P. and seconded by Michele:
Motion: 52/C04/01 - That the AWSC recommend to the Assembly the following: As part of the process and commitment to become AMIAS-certified, each member will contribute $______toward their background check at the time of completing all required paperwork. (Background checks are required every three years.)
Vote: Yes – 17, No - 4, Abs –4. Motion passes
Guideline Changes – discussed at Feb. assembly – discussed/voted on March 24th
Motion 52/A04/05 made by Michelle & seconded by Fran, to establish a budget committee.
That the Area establish a budget committee for each term. The budget committee to consist of: Alternate Delegate (Chair), Current Treasurer, Assistant Treasurer (current, Ah hoc), a past Treasurer and a fifth person selected by the Alternate Delegate.
In case of vacancy on the budget committee the AWSC is empowered to appoint to fill the vacancy.
Responsibilities of the Budget committee:
Budget to include estimated /projected income.
Exact expenses documented monthly.
Budget prepared by committee and emailed to AWSC members prior to September AWSC for review/approval and to send to the Assembly in October
Vote: Yes – 56, No - 0, Abs –6. Motion passes
Motion 52/A04/06 made by Michelle & seconded by Fran to propose an Assistant Treasurer position.
That the Area establishes the position of Assistant Treasurer each term.
Responsibilities of the Assistant Treasurer
Assist the Treasurer in the performance of the Treasurer’s duties and (in absence or disability of the treasurer) perform the duties & exercise the power of the Treasurer (upon the appointment at the AWSC/Assembly)
Must be a current or past active DR; will not be an additional Officer; will not be a signee on bank account (unless & until needed to perform the duties & exercise the power); would then be appointed by the AWSC/Assembly. Would be “Treasurer in training” and could stand for Treasurer in the following term. This person should be an Ad-Hoc member of the budget committee to become familiar with the process.
Vote: Yes – 55, No - 0, Abs –4. Motion passes
Motion 52/A04/07 made by Michelle & seconded by Marcia
That the AWSC send to the Assembly: Changing the Area name from SNYA (Southern New York Assembly Area) to NYS (New York South).
Vote: Yes – 58, No - 1, Abs – 2. Motion passes
Coordinator Reports are in alphabetic order in these minutes, even though these reports were dispersed throughout the Assembly and not left to the end as in the past.
COORDINATORS:
ALATEEN COORDINATOR: Sue P.
Trainings continue for new and recertifying AMIAS’. We recently completed a training in Rockland County and have trainings coming up in Nassau County and Manhattan. Please refer to the SNYA Website calendar for training dates.
We recently finally found a new background check company which is charging us just over $20 for a background check for our members, which is almost twice as much as our previous company. (Kroll) My concern is that all of these background checks are at the expense of the area. When we originally established our guidelines, we had no idea that there would be additional background checks as part of the recertification process every three years. We have close to 200 certified AMIAS’ to date and are in the process of doing background checks for those initial AMIAS from 2009 and 2010. I do not have an exact number but I do believe it hovers around 50-75 members. We need to think about how to address this additional expense given our financial picture. There are lots of options other than for it to be at the expense of the area for the every 3 year background check recertification process.