Ventura County Intergroup By-Laws

Last amended February 20, 2003

(this page was produced by Optical Character Recognition, and may contain errors from that)

 

 

ARTICLE 1. PURPOSE

 

SECTION 1. The name of the organization shall be VENTURA COUNTY INTERGROUP.

 

SECTION 2. The object of this organization shall be:

 

A. To promote unity of purpose within the Al‑Anon and Alateen groups in Ventura County, the State of California.

 

B. To promote the growth of Al‑Anon and Alateen groups in Ventura County.

 

C. To serve as the Al‑Anon Information Service (AIS) for Ventura County Al‑Anon and Alateen Family Groups in accordance with Al‑Anon Family Groups principles and practices. Functions to include, but not be limited to:

 

I . Maintain a listing in the local telephone directory.

 

2.                              Maintain an office address so it can be registered with the World Service Office and listed in World Service Directories.

 

3.                              Receive mail and phone inquiries and channel them to nearest group.

 

4.                              Publish and distribute lists of group meetings.

 

5.                              Co‑ordinate "Round Robin" meetings where meetings may send speakers in order to provide an opportunity for growth and fellowship within the Ventura County Al‑Anon and Alateen groups.

 

6.                              Serve as an avenue for Public Information (PI), Cooperating with the Professional Community (CPC), and Institutions work.

 

7.                              Print and distribute its own newsletter of activities for the Al‑Anon and Alateen groups in Ventura County.

 

8.                              To encourage and provide support of District 12 and World Service beyond the local level.

 

9.                              To be guided in all activities by the Twelve Steps, the Twelve Traditions and the Twelve Concepts of Service in AI‑Anon.

 

10.          Maintain a site on the World Wide Web

 

11.          Promote and serve Al‑Anon and Alateen Family Groups as authorized by the Service Board.

 

SECTION 3. The following objects are excluded:

 

A. Al‑Anon and Alateen matters of policy and publicity at the national and international level, since this is the function and responsibility of the Al‑Anon Family Groups Headquarters, Inc.

 

B. Operation and maintenance of a club or clubhouse.

 

ARTICLE II. MEMBERSHIP

 

SECTION 1. Any person selected as an Intergroup Representative (IR) or Alternate Intergroup Representative of any registered Ventura County Al‑Anon or Alateen group shall automatically become a member of this organization.

 

A. Intergroup Representatives shall be eligible for membership in the organization when they have submitted to the Intergroup Secretary, in writing:

 

1.                              The names, addresses and telephone numbers, if available, of the Intergroup Representative, the Alternate Intergroup Representative (if any), and the Group officers’ names.

 

2.                              The day, time and location of the Group's meeting.

 

3.                              An indication that the Group members will be willing to accept 12 Step Work, and abide by the 12 Traditions of the Al-Anon Family Groups.

 

SECTION 2. Each Group shall have the right to withdraw its Intergroup Representative at any time; and upon withdrawal of an Intergroup Representative by the Group, his/her membership in the organization shall automatically terminate.

 

SECTION 3. Intergroup Representatives shall continue to be eligible for membership in the organization by submitting to the VENTURA COUNTY INTERGROUP, in writing, all changes in Intergroup Representatives, Alternate Intergroup Representatives, Group officers, and changes in day, time, and location of meetings.

 

SECTION 4. Membership is not dependent on financial contribution from the Group or Intergroup Representative. However, traditionally, each group supports VENTURA COUNTY INTERGROUP by contributions. This financial support is the main income for the operation of the Intergroup. Financial support is not a prerequisite to the continuing membership in the Intergroup.

 

ARTICLE Ill. MEETINGS

 

SECTION 1. Intergroup Meetings:

 

Meetings shall be regular Intergroup Meetings, Service Board Meetings and Special Meetings.

 

SECTION 2. Regular Meetings of VENTURA COUNTY INTERGROUP for all registered Intergroup Representatives and interested AI‑Anon/Alateen members shall be held at least once every two months at a place to be determined by the Service Board.

 

A. Voting membership shall include all registered Intergroup Representatives (or designated alternates). One vote per registered group.

 

1.                             All others in attendance shall have voice and vote.

 

B. All motions at VENTURA INTERGROUP meetings must be made and seconded by

 

Intergroup Representatives.

 

C. Fifteen (15%) percent of the voting membership shall constitute a quorum for an Intergroup meeting, except for the Amendment of the By‑Laws (as stated in Article 9, Section 1). In the absence of a quorum, the meeting shall be adjourned, and a subsequent meeting called by written notice at least ten (10) days prior to the meeting, at which time ten (10%) percent of the voting membership shall constitute a quorum.

 

D. The printed agenda shall include:

 

1. The Serenity Prayer

2. A Conference Approved Reading

 

3.                              Reading of minutes of the last regular VENTURA COUNTY INTERGROUP meeting and of the last meeting of the VENTURA COUNTY INTERGROUP Service Board.

 

4.                              Reports of the Chairperson, Treasurer, Coordinators and Special Committee Chairpersons.

 

5. Pass the 7hTradition

6. Old Business

7. New Business

 

8.                             Adjournment with the Al-Anon Declaration.

 

SECTION 3. Service Board Meetings:

 

Service Board Meetings of VENTURA COUNTY INTERGROUP shall be held regularly at a time and place determined by the Service Board.

 

A.                     The presence of a majority of the Service Board shall constitute a quorum. In the absence of a quorum, the meeting shall be adjourned.

 

B.                     The agenda shall include:

 

1 . Reading of minutes of the last Service Board meeting and of any special meetings.

9. Reports of Treasurer, Coordinators and Special Committee Chairpersons.

10. Old Business

11. New Business

12. Adjournment

 

C.                    All Service Board Meetings shall be open to any member of any registered group.

 

D.                     Voting membership at all Service Board meetings shall include all current officers plus the immediate past Chairperson and the District Representative (or the Alternate District Representative).

 

SECTION 4. Special Meetings

 

Special meetings shall be called by the Chairperson, or at the written request of three (3) or more Intergroup Representatives.

 

A.                     Special meetings shall be called by written notice mailed to each registered Intergroup Representative at least seven (7) days before the time of the meeting. Notice shall state purpose of the meeting and no other business shall be acted upon at the special meeting except that stated in the notice.

 

B.                     Rules governing quorum of VENTURA COUNTY INTERGROUP and Service Board meetings shall also govern for Special Meetings, depending on whether the Special Meeting is held for the Service Board or the Intergroup as a whole. In the absence of the quorum, the meeting shall be adjourned.

 

SECTION 5. Notification

 

Notice of all regular meetings of the Intergroup Representatives or members shall be sent by mail to each Intergroup Representative or member at least two (2) weeks in advance of such meeting to the address listed on the roster of registered representatives.

 

ARTICLE IV. SERVICE BOARD

 

SECTION 1. Membership:

 

A.                     The Service Board shall consist of the Chairperson, Co‑Chairperson, Secretary, Treasurer, Newsletter (Intergroup Scoop) Editor, Spanish Liaison and Coordinators of PI, Institutions, CPC, Round Robin, Alateen, Archives/Literature, and Web Site.

 

B.                     The immediate past Chairpersons of the Service Board shall be an ex‑officio member of the Service Board with voice and vote.

 

C.                      The District Representative or Alternate District Representative may be an ex‑officio member of the Service Board with voice and vote.

 

D.                      Members of the Service Board shall be elected for a term of two (2) years.

 

E.                      One half of the members of the Service Board shall be elected each year: Chairperson, Co-Chairperson, Treasurer, Newsletter Editor, Alateen, Archives/Literature and CPC Coordinator shall be elected in odd numbered years; Secretary, Spanish Liaison, PI Coordinator, Institutions Coordinator, Web Site Coordinator, and Round Robin Coordinator shall be elected in even numbered years.

 

SECTION 2. Eligibility ‑ Chairperson

 

A.                      To be eligible to be nominated as Chairperson the person must have served on the Service Board for at least one year.

 

B.                      The Chairpersons, present or past, cannot be re‑elected to the office of Chairpersons or Co-Chairperson.

 

SECTION 3. Eligibility ‑ Service Board

 

A.                      Any active AI‑Anon/Alateen member of any registered group who has attended meetings for one year is eligible for election to Service Board. It is suggested to have served one year as an Intergroup Representative.

 

B.                      No member of the service Board shall be eligible for re‑election to the same office until at least one year after the expiration of the preceding term of office.

 

SECTION 4. Service Board Elections

 

A.                      Elections shall be held every October at the regularly scheduled Intergroup meeting.

 

B.                      Intergroup Representatives shall nominate from the floor. However, prior permission shall have been granted from the nominee before placing his/her name in nomination.

 

C.                      Nominees shall leave the room. Election shall be by show of hands. The nominee receiving the greatest number of votes cast shall be elected.

 

D.                     In the event of a tie, after the third tie vote, the winner shall be chosen from the hat.

 

SECTION 5. Transition and Installation

 

A.                      A transition meeting of the old and new Service Board shall be held in November following the election.

 

B.                      The new Service Board members shall be installed at the December meeting following the election.

 

ARTICLE V. DUTIES OF THE SERVICE BOARD.

 

SECTION 1. The Service Board shall:

 

A.              Have the obligation to carry on the day‑to‑day activities and business affairs of the VENTURA COUNTY INTERGROUP.

 

B.              Make such decisions as are necessary to carry on the general purposes of the groups in the handling of questions pertaining to Public Information, Public Relations and Intergroup activities as the same may arise.

 

C.              Submit to and follow the directives of the Intergroup representatives on matters of general policies and programs which affect the Al‑Anon and Alateen groups of Ventura County, providing the policies and programs are within the framework of the Twelve Traditions and the Twelve Concepts of Service.

 

D.              Attend all regular and special meetings of the Service Board and all regular and special meetings of the Intergroup Representatives.

 

E.              Report proceedings of each of its meetings to the Intergroup Representatives at their next regular meeting.

 

F.              Authorize capital expenditures not to exceed $300, but does not have the authority to enter into contract agreements without the approval of the Intergroup Representatives.

 

G.              Refer all matters arising in the Service Board Meetings which require discussion and action on the part of the Intergroup Representatives to the next regular Intergroup Meeting.

 

H.             Determine which special committees are necessary.

 

1.              Review activities of and act as an advisory body to all committees.

 

J.               Have the right to fill any vacancy on the Service Board occurring for‑any reason by selecting a person who shall serve only until the next election.

 

K.              Members of the Service Board, who are not current Intergroup Representatives, shall have voice and vote.

 

SECTION 2. The Chairpersons shall:

 

A.              Preside at all meetings of the Service Board and Intergroup. The Chairpersons may, however, designate the Co‑Chairperson or any of the Service Board members to act in this capacity.

 

B.              Be ex‑officio member of all standing committees and may appoint such committees as he/she, together with the Service Board, shall deem necessary for the welfare and operation of the groups.

 

C.              Be responsible for the administration of the Service Board and maintain contact with the committees.

 

D.             Read aloud the By‑Laws at the first Service Board Meeting of the Year.

 

E. Read aloud those portions of the By‑Laws, which clarify the purpose, membership and procedures for VENTURA COUNTY INTERGROUP and its meetings at the February meeting each year.

 

E.    Act or appoint a liaison to Southern California World Service Assembly.

 

1. Attend the Assembly

 

2. Present a written and oral report of the Intergroup activities.

 

F.    Act as liaison to District 12

 

1. Attend meetings.

 

SECTION 3. The Co‑Chairperson shall:

 

A.     Officiate in the absence of the Chairperson.

 

B.    Attend and assist the Chairperson at Intergroup Meetings.

 

C.    Serve the unexpired term of the Chairpersons, if necessary.

 

D.    Be responsible for all fund raising activities.

 

SECTION 4. The Secretary shall:

 

A.     Record all minutes of all Service Board and Intergroup Meetings with a copy submitted to the Chairpersons.

 

B.     Be responsible for all notices and correspondence to members of Intergroup and Service Board members; a copy submitted to the Chairpersons.

 

C.      Be responsible for the recording of attendance at Intergroup and Service Board meetings.

 

SECTION 5. The Treasurer shall:

 

A.     Be responsible for deposit of monies and payment of bills.

 

B.    Be responsible for balancing the books at the end of each month.

 

C.    Be responsible for reconciling the bank statement each month.

 

D.    Be responsible for submitting a written financial report at each Intergroup and Service Board meeting with copies for distribution.

 

ARTICLE VI. REMOVAL OF SERVICE BOARD MEMBERS

 

SECTION 1. The Service Board may remove, by majority vote, any member including the Chairpersons who fails to attend two (2) consecutive meetings of the Service Board.

 

SECTION 2. The Intergroup Representatives, at any regular or special meeting, may remove from office the Chairpersons or any Service Board member by a motion duly made, seconded and carried by a majority vote of the Intergroup Representatives present.

 

ARTICLE VII. FINANCES

 

SECTION 1. The main financial support of VENTURA COUNTY INTERGROUP is provided by the Groups it serves. Traditionally, each Group supports the Intergroup by regular contributions. While this support is the main income for the Intergroup, it is not a prerequisite to continuing membership in VENTURA COUNTY INTERGROUP.

 

SECTION 2. The acceptance of unusual contributions from any outside source other than an Al‑Anon/Alateen entity is prohibited. However, the Intergroup may accept a one‑time legacy from an Al-Anon member in any amount up to $10,000.

 

SECTION 3. The limit on all contributions from individual members of Al-Anon and Alateen Family Groups of Ventura County is $1000. per year and a one‑time contribution from the immediate family in memory of a member is limited to $1000.

 

SECTION 4. A prudent reserve of six (6) month operating expenses shall be maintained in the Treasury.

 

ARTICLE VIll. RULES OF PROCEDURE

 

SECTION 1. The suggestions contained in The World Service Handbook, shall act as a guide for the Chairperson unless otherwise provided for in these By‑Laws. (Roberts Rules of Order maybe helpful).

 

ARTICLE IX AMENDMENT OF BY‑LAWS

 

SECTION 1. These By‑Laws may be amended and or/repealed in part or in whole at any regular VENTURA COUNTY INTERGROUP Representatives meeting by an affirmative vote of two thirds (2/3) of the member Intergroup Representatives present, provided a copy of the proposed amendment(s) and/or repeal(s) is presented to each Intergroup Representative in writing, at least four (4) weeks before the meeting at which time the vote will be taken. If, at such a meeting, the proposed amendment (s) or repeal (s) is not adopted, a revised amendment and/or repeal must be referred to the next Intergroup Representative meeting.