Al-Anon Suffolk Information Service May 20, 2015 Clubhouse of Suffolk, Ronkonkoma, NY

Transcription

1 Minutes May 20, 2015 Al-Anon Suffolk Information Service May 20, 2015 Clubhouse of Suffolk, Ronkonkoma, NY Board Meeting Present: Janet (Chairperson), Sarah (Meeting List Coord.), Rosann (Phone Service Coord.), Beth (Treasurer), René (Liaison to NY South Area) Linda (Liaison to AA), Danielle (Corresponding Secretary), Pat O. (Recording Secretary), Annemarie (Speakers Exchange), Naomi (Public Outreach Coord.) Absent: Karen (Public Institutional Speaking Coord.), Arleen (Literature/Archivist.), Rosalie (Family Relationship Workshop Coord), Pat G. (Website Coord.) Eve (P. O. Box Coord.) Clear the air: A member suggested that members of the board refrain from texting during the meeting. Janet opened the meeting at 7:05 p.m. with the Serenity Prayer. Annemarie read a page from the Hope for Today book. The minutes from the April 15, 2015 Board Meeting were reviewed and accepted. Motioned by Beth 2 nd by Annemarie All in favor Four points were reviewed regarding the ASIS Guidelines. 1. In the event the recording secretary is unable to attend a scheduled meeting, he/she will contact another board member to take the minutes. (Who will board accept as substitute? Any Al -Anon member ISR or only another ASIS Board Member?) It was decided that another member of the board be asked to fill in for the Recording Secretary. Motioned by Sarah 2 nd by Naomi All in favor 2. Treasurer chairs the audit committee which conducts a review of financial records biannually. (KDBM: NYSA Area audits on an annual basis) The wording was changed as follows: Treasurer chairs the audit committee with at least one additional board member to review the financial records of the prior calendar year. Will be done prior to the April quarterly meeting. 1

2 Motioned by Rosann Beth 2 nd Yes 9 1- abstained 3. Al-Anews ensures the content consists only of information submitted by each board member and any other al-anon member in the NYSA Area (should submissions by Al-Anon members be reviewed by a second board member?) After discussion it was decided that a member will read the guidelines on how to handle this question. Vote to table this discussion until next board meeting Yes 7 No Choices Coordinator should choices be a permanent position? Be same as HUGS? November 2007 Motion to change the Vice-Chairperson position Coordinator with the deletion of Vice-Chairperson Job description. This will be a interim position motion passed. The wording was changed as follows: Special ASIS Workshop Coordinators are not required to be a board member. However, they will need to provide a progress report to the board on a monthly basis. Motioned by Rosann 2 nd by Sarah 8 Yes 2 No Board Member Reports Corresponding Secretary Danielle Reported that she will be sending an to board members requesting information regarding our beginning and ending term dates for our position. Contacted WSO regarding the welcome letter sent to new groups. It was suggested by the WSO that we prepare our own letter. She will draft a letter and share with the board. Family Relationship Coordinator Rosalie - Absent report submitted via First meeting completed for the Fall Workshop Theme, and color choice accepted Gwynne R. step down as co-coordinator HHH and has accepted the secretary position Positions available: Co- Coordinator Literature, Hospitality, Alateen Liaison, Set up/ clean up. 2

3 Request $ seed money for workshop. Second meeting scheduling for June Literature/Archivist Arleen Absent Meeting List Coordinator Sarah All additions / corrections / changes must be received by Meeting List Coordinator by the 10 th of January / April / July/October to be included in a newly printed list. Received and responded to seven requests for meeting lists, list information inquiries/changes and meeting changes/additions. P. O. Box Coordinator Eve Absent Public Outreach Coordinator Naomi Reviewed events attended during April and May. 1. Kings Park HS Awareness Program on 4/30 2. Christ Church in Pt. Jefferson Station Awareness Program on 5/2 3. W. Babylon JHS Family Fun & Wellness Program on 5/18 Events planned 6/6/ p.m. Family wellness & awareness day Tanner Park Copiague Requested additional meeting lists and Al-Anon Faces Alcoholism 2015 books. Reviewed goals. Public Institutional Speaking Coordinator Karen Due to personal reasons Karen was not able to attend. Pat O. read her report. The three rehabs (Seafield, South Oaks and Phoenix House) were contacted by Karen and advised that she needed to cancel for the month of May Having difficulty getting an assistant to take on the service of participating with any of these facilities. She will not be able to take on any other facilities until she has help. Has a list of available speakers Will discuss South Oaks at next meeting Seafield is wonderful and Phoenix House needs some tweeking. Speakers Exchange Coordinator Annemarie Speakers Exchange was held on May 13, 2015 at the Clubhouse of Suffolk County in Ronkonkoma. There were 23 representatives from various Suffolk County Al-Anon Meetings. 3

4 Next anticipated Speakers Exchange is November 11, More information to come. November will be the last Speakers Exchange she will handle. Her three year commitment is over the end of Telephone Service Coordinator Rosann Lost 2 people and gained 2 people for the answering service Some people are happy with the service, others are not If no one is available to cover a time slot calls go to the answering machine. The message requests that a phone number be left where the person can be reached. Treasurer Beth Reviewed report Requested that expenses be submitted in a timely fashion Closing balance - $5, Website Coordinator Pat G. Absent - sent report Website is running smoothly The following information was posted: o Updated the Meeting list o Anniversaries o Meeting holiday closures Listed goals Liaison to AA Linda The Share-A-Thon will no longer be held at St. Joseph s in Patchogue. There are three possible sites that are being looked into. Hope to have a decision by next month. No date yet possibly 2 nd week of October. More information to follow. Liaison to NYSA Renè Area level Treasurer s report was given - $18,537 checking - $11,750 savings Next AMIS training will be held on Sunday, May 31, 2015 at St. Bernard s Roman Catholic Church Paris Center in Levittown, NY A draft of the Group Representative (GR) Information Sheet was reviewed A request was made that groups support their local Literature Distribution Centers NY South was contacted by NY North regarding Al-Anon participation at the New York State Fair in Syracuse, NY from Thursday, August 27 th Monday, September 7, Volunteers will be needed A Team Event is in the works for March/April 2016 for people to speak about service 4

5 Revising the Service Positions Handbook will be done by the Steering Committee Discussion after reports: Sarah offered to help with call backs for the phone service. Question was asked that in the board member s absence could the speaker open the meeting at the rehab centers. This will be mentioned to the member. Naomi and Linda both offered to help at the rehab centers A completed reimbursement form and receipts must be submitted with all expenses If you are not able to attend a meeting send a report ASIS issue Are we allowed to put a message regarding Al-Anon on a personal answering machine? Linda motioned to close the meeting. Janet closed the meeting at 9:15 p.m. with the Al-Anon Declaration. 5