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Secretary Position: (3 Year Term) MEETING PREPARATIONS

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Secretary Position: (3 Year Term) MEETING PREPARATIONS Secretary Position: (3 year term) Prerequisites- Open to any member of Al-Anon who is not also a member of A.A. Must have access to personal email address and an electronic device that can access email and the internet, to provide communication with Districts, Area and WSO. Motion 4/17: That Position Guidelines for Saskatchewan Al-Anon Coordinators and Table Officers be updated to include: “must have access to personal email address and an electronic device that can access email and the internet, to provide communication with Districts, Area and WSO.” Area Secretary to update position guidelines. Carried MEETING PREPARATIONS & PROCEDURES EQUIPMENT At present, the Area Secretary is using a laptop computer to assist in secretarial duties. Prior to meetings, check to make sure there are adequate electrical outlets available for the laptop. During Assembly meetings the Secretary requires her own microphone therefore the Hosting Committee needs to be aware of this. ELECTRONIC FILES TO HAVE OPEN DURING MEETING It will be helpful to have the following files open during Meetings. Minutes from the previous Meeting Have this file open to answer any questions, errors or omissions regarding the previous Minutes. Motions from the previous Meeting Have this file open as a quick reference to Motions from the previous Meeting and also as a reference point of how to number the upcoming Motions. (A more in-depth explanation of this can be found under MOTIONS.) Index of Pertinent Saskatchewan Al-Anon Area Motions Have this file open to reference past Motions. AREA MOTIONS BINDER Keep this binder handy in case a Motion has to be referenced that can not be found in the Index of Pertinent Saskatchewan Al-Anon Area Motions. Coordinator Job Descriptions Binder Keep this binder out so that members can access information about the work that a position requires when running for election, or just for information/reference. MISCELLANEOUS SUPPLIES Listed below are supplies that will be helpful during meetings. Pencils, pens, paper clips etc. Post-It Notes - to jot down reminders, to exchange information to other table officers during the business meeting, etc. File Folders - 1 or 2 to have available for gathering information accumulated during the meeting (reports, motions, financial statements, etc.). FILE FOLDERS BOX Blue plastic tub with file folders for each Area World Service Committee Members (District Representatives, Table Officers, Co-ordinators etc.) The box serves as a mailbox where information is shared with each other. The Secretary has this box in her/his possession throughout their term and is responsible for bringing the box to each Area meeting. Have the Chairperson announce during Committee Meetings and Assemblies for all AWSC Members to clear out their files before going home. AGENDA FOR MEETINGS The Chairperson distributes the business meeting agenda to AWSC Members prior to each meeting. At present the agendas are being emailed out to those members with access to email and sent by regular mail to members without access to email. Print off a copy of the agenda to have available at the meeting. Assist the Chairperson in any way, such as reminders for agenda items or housekeeping announcements. HOUSEKEEPING ANNOUNCEMENTS No clapping is allowed during the business meeting. Members must go to the microphone to speak and give their name before speaking so that the Secretary can record it, if necessary. Each Member is allowed 2 minutes maximum at the microphone on each issue. Members are asked not to use abbreviations when speaking at the microphone. E.g. (say Group Representative rather than GR ; World Service Office rather than WSO) Motion 12/06 that Saskatchewan Assembly strive to be scent free... ROLL CALL BOOK The Roll Call Book (small black book) is kept in the Secretary's briefcase. Roll call information is updated at the beginning of each year. Information required includes the current year, columns of the 4 meetings (2 Committee, 2 Assemblies), the names of the Table Officers, Coordinators and District Representatives. It is a good idea to use a pencil to record the names in case there are changes during the year. The roll call book is given to the Chairperson at the beginning of all business meetings so that they can take the roll call. After roll call is taken, the Chairperson returns the roll call book to the Secretary. VOTING BOOK The Voting Book (blue hardcover book) is kept in the Secretary's briefcase. Information is updated prior to each Assembly Business Meeting. When updating, the book is numbered-- at present, from 1 to 56, but more numbers may be required if more Group Representatives are attending. Also, 3 columns are needed for the information required which includes the names of the Group Representatives, their Group Name and their District Number. On the morning of the Assembly business meeting (Saturday morning), the voting book with a pen, is placed on the table in front of the Secretary. During or shortly after breakfast, the Chairperson will announce over the microphone to have all Group Representatives or voting proxy from each Group in attendance to sign the book. They will also be instructed to take a number corresponding to the number beside their name in the book. This number will be used during the Business Meeting when casting a vote. Motion 20/15; Jane D./ Jenny B. that beginning Fall Assembly 2015, all Group Representatives or designated alternates, will be given a numbered card to identify who has vote at the Business Meeting. Carried ASK IT BASKET DRAW At each Assembly, two Group Representatives are invited to attend Ask It Basket. This is determined by a draw using the numbers and corresponding names that are recorded in the voting book. There is a small white envelope in the Secretary's briefcase labeled "Numbers 1 - 100 to draw Group Reps, to attend Ask It Basket". The Chairperson will draw the numbers to determine which two Group Reps. will be participating. Remind the Chairperson of the draw during the meeting. ELECTION BALLETS During Fall Assembly, if / when elections are held, a supply of voting ballets will be required. A supply is kept in clear plastic bags in the blue plastic tub. Approximately 500 kept on hand is sufficient. Advise the Chairperson of the number of signed voting Members so that the scrutineers can be informed. RECORDING OF THE MINUTES Currently, minutes are taken using the laptop computer along with handwritten notes, if necessary. During the business meeting, the electronic copy of the meeting agenda can be used to record information. A hardcopy of the agenda should be available during the business meeting as well, for back-up. MOTIONS Prior to the start of the business meeting, have the Chairperson request that motions be written out ahead of time, before presenting them. Motions that involve spending money must have an estimated or exact dollar amount. Members are only allowed once to the mike on any issue or motion. The Member presenting a motion will have first and last voice if desired, if they choose to have last voice they will close discussion on the motion. After the motion is presented and seconded, the presenter will bring it to the Secretary and the Chairperson will ask the Secretary to read the motion again. The Secretary reads the motion and includes the name of the presenter and seconder in the motion. The Chairperson calls off discussion on the motion. Each motion is assigned a number that will be used to reference the motion. The first part of the number is in reference to the order in which the motion was presented and the second half of the number is in reference to the year in which the motion was presented. E.g. The first motion presented in the year 2008 would be 01/08. The second motion presented would be 02/08, and so on. The first motion presented at the first (currently, March) Committee meeting, would therefore be 01/09. Throughout the rest of the meetings during the year, the Secretary must check to see what the last number given to a motion was. E.g. If there were 10 motions presented at the March Committee 2009 meeting, the last motion would be Motion 10/09. Therefore, the first motion presented at Spring Assembly 2009 Business meeting would be 11/09. Notices of Motions do not receive a number unless and until they become a Motion. REPORTS At present, District and Coordinator reports are recorded in the Committee and Assembly Minutes. Motion 06/10: Diane B./seconded by Mary C. Carried. That the district reports be distributed with the committee meeting minutes. The following motion is in regards to submittal of reports to the Area Secretary. Motion 05/07 Moved by Val. N./Mary V. that only one copy of District and Coordinator reports be submitted to the Area Secretary. This can be done electronically or with hard copy. Below is a list of the reports that should be submitted to the Secretary at Committee and / or Assembly Meetings. ●Delegate's Report (Thoughts; Conversation, etc.) ●Treasurer's Reports which include the financial statement, the yearly budget (when applicable), the financial report from the last Committee meeting (this is given only at the Assembly that follows the Committee meeting being reported on) and the financial appeal letter (usually 2 times per year). ●Coordinator's Reports (Al-Anon Adult Child, Alateen, Alternate Delegate, Literature, Public Outreach) ●Newsletter Editor Report ●Archivist Report ●Alateen Representative Report ●District Representative Reports ●Website Coordinator Report ●Al-Anon Information Services (AIS) office report. ●Seminar Weekend Evaluation Summary Report from the Alternate Delegate. ●Service Team Reports (currently only at Spring Assembly) FORMS & INFORMATION DOCUMENTS At present, there are several forms in use by the Area Secretary.
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