Ontario South Al-Anon - Alateen
Ontario South Policies & Guidelines Manual

Cover page ............ revised October 2005
Table of Contents ............ revised August 2017
Revision History ..........revised August 2017
How To Use This Manual
History ..........revised December 2014
Al-Anon/Alateen Acronyms & Terms ........revised August 2015

SECTION 1 - GENERAL ..........revised August 2015
1. Introduction
2. Purpose of the Manual
3. Distribution of the Manual
4. Revisions to the Manual
5. Maintenance of the Manual
6. Overview of Ontario South Meetings
7. District Boundaries Background Information
8. OSA Proposed Guidelines for Groups wanting to change Districts
9. Registration Process for an Al-Anon Group
10. Email Etiquette

SECTION 2 - SERVICE POSITIONS AND RESPONSIBILITIES: Introduction ........revised April 2012
SECTION 2A - EXECUTIVE MEMBERS.......revised August 2017
1. Eligibility Criteria for All Executive Positions
3. Time Line for Election of Execuitve
3. Filling Vacancies
4. Common Responsibilities of Executive
5. Delegate
6. Alternate Delegate
7. Chairperson
8. Secretary
9. Treasurer
10. Advisor

SECTION 2B - COORDINATORS......revised August 2016
1. General
2. Eligibility Criteria
3. Time Line for Coordinators
4. Filling Vacancies
5. Common Responsibilties of All Coordinators
6. Open Lines Editor
7. Public Outreach Coordinator
8. Alateen Coordinator
9. Group Records Coordinator
10. Archives Coordinator
11. Literature Coordinator
12. Website Coordinator
13. Area Alateen Process Person (AAPP)

SECTION 2C - OTHER POSITIONS......revised December 2016
1. Eligibility Criteria for All Positions
2. Group Representative (GR)
3. Alternate Group Representative (AGR)
4. District Representative (DR)
5. Alternate District Representative (ADR)
6. Al-Anon Information Service Representative (AIS Rep.)
7. Al-Anon Information Service Chairperson (AIS Chair)
8. Alateen Advisory Committee Chairperson
9. Trillium Chairperson

SECTION 2D - REGIONAL TRUSTEES/ALTERNATES......revised September 2011
1. General
2. Ontario South Process
3. Time Line
Click here for the WSO Trustee Resume Form (revised December 2015)

SECTION 3: EXECUTIVE MEETINGS
1. Introduction
2. Purpose
3. Timing
4. Location
5. Accommodation
6. Travel Costs
7. Meals
8. Other Expenses
9. Floats

SECTION 4: AREA WORLD SERVICE COMMITTEE (AWSC) ..........revised August 2014
1. Background
2. Members
3. Timing
4. Location
5. Bids
6. Registration & Fee
7. Registration Form
8. Accommodation
9. Meals
10. Costs
11. Planning
12. Notice of Agenda & Motions
13. Roll Call
14. Vote to Establish Procedures
15. Motions
16. Clarification of Voting/Motion Process
17. Voice
18. Voting
19. Ask-It Basket

SECTION 5A: ASSEMBLY AND HOST COMMITTEE GUIDELINES............revised December 2014
1. Background
2. Attendance
3. Timing
4. Location
5. Bids
6. Registration
7. Costs
8. Registration Form
9. Host Committee
10. Planning Assembly
11. Notice of Assembly, Agenda & Motions
12. Vote to Establish Procedures
13. Introduction of Motions and Items for Discussion
14. Clarification of Voting/Motion Process
15. Who is Allowed to Vote
16. Time Keeper
17. Voice
18. Seating
19. Service Positions
20. Ask-It Basket
21. Item for Consideration
22. Election of Ontario South Executive

SECTION 5B: HOST COMMITTEE GUIDELINES.......revised August 2016
1. Responsibilities of Chairperson
2. Suggested Meeting Schedule
3. Registration Person
4. Literature Person
5. Information Person
6. Art Person
7. Secretary
8. Greeter Person
9. Country Store Person

SECTION 6A: CURRENT MOTION SUMMARY.......revised August 2017

SECTION 6B: PAST MOTION SUMMARY........revised December 2015

SECTION 7A: TRILLIUM CONVENTION & COMMITTEE-CHARTER........revised December 2016
A: Trillium Charter

1. General
2. Name
3. Statement of Purpose
4. Date
5. Location
6. Financial Backing
7. Trillium Committee Autonomy

SECTION 7B: TRILLIUM CONVENTION & COMMITTEE-POSITION GUIDELINES........revised August 2014
1. Committee Position
2. Shadow Committee
3. Common Responsibilities of All Committee and Shadow Committee Members
4. Chairperson
5. Co-Chair
6. Past-Chair
7. Secretary
8. Treasurer
9. Al-Anon Program Coordinator
10. Hotel Liaison Coordinator
11. Registration Coordinator
12. Graphics Coordinator
13. Hospitality Coordinator
14. Media Coordinator/Voice of the Conference
15. Literature Coordinator
16. Alateen Program Coordinator
17. Alateen Advisor
18. A.A. Program Coordinator
19. Greeter Coordinator
20. OSA Executive Liaison

SECTION 8: FINANCES GENERAL (DRAFT distributed May 2008).....revised December 2014

SECTION 9A: LITERATURE DISTRIBUTION CENTRE GENERAL.......revised August 2014

SECTION 9B: LITERATURE DISTRIBUTION CENTRE CHARTER.......revised August 2015

SECTION 9C: LITERATURE DISTRIBUTION CENTRE BY-LAWS.......revised December 2015

SECTION 10: FORMS & Miscellaneous
Ontario South Forms
FORM A: INFORMATION AND PERMISSION FORM........revised September 2011
(Form to obtain permission for Alateen members to attend events under the care of a Sponsor/SAM)
FORM B: MEDICAL FORM.....revised September 2011
(Form to obtain medical information for Alateen members and is required when Alateen members attend events under the care of a Sponsor/SAM.)
FORM C: SUPPORTIVE AL-ANON MEMBER (S.A.M.) SCREENING APPLICATION AND CERTIFICATION FORM.....revised January 2012
(Form to be completed by: Member applying for certification, DR and AAPP.)
FORM D: DONATION FORM.....revised October 2010
(Form to be included with group and personal contributions to OSA, and mailed to the Area Treasurer.)
FORM E: EXPENSE FORM.....revised August 2016
(Form to itemize expenses to be submitted with receipts to the Area Treasurer.)
FORM F: ASSEMBLY BID FORM......revised August 2014
(Form provides details of location requirements and is to be completed by the DR of the District submitting a bid to host Assembly.)
FORM I: Member Profile & Resume.....revised December 2014
(Form to be completed and submitted by members willing to stand for Executive positions.)
FORM J: LDC Speaker Questionaire....revised September 2017
(Form to be completed and forwarded to Ontario South Literature Distribution Centre for members wanting to be added to the Speaker List available through LDC.)
Al-Anon Group Records Change Form
This form is to be completed and submitted, to Group Records Coordinator when any group information changes, for example, location of meeting, time of meeting, GR, contact person, or CMA changes.
WSO Forms
Standard forms from WSO for various record keeping purposes, made available in paper form in the manual, and a PDF version that may be printed from the Ontario South website.

Alateen Registration/Group Records Change Form (GR-3)......revised December 2015
Form to be completed and submitted, through the DR, to the AAPP.
Form is specifically for Alateen group registration and when any group information changes.
For example: Sponsors, location of meeting, time of meeting, GR, contact person, or CMA changes.
See Section 11C.
How to Fill Out the Alateen Registration/Group Records Change Form.....added December 2013
Al-Anon Member Involved in Alateen Service Form......revised May 2010
(Form to be completed by the Member applying for certification, and submitted with Ontario South FORM C, to the AAPP.)
Group History Checklist......revised December 2016
(Form suggests what to record when submitting a Group History to Ontario South Archives.)

SECTION 11A: ALATEEN - GENERAL
1. Background
2. Affirmation of appropriate conduct within the Alateen program
3. Registration Process for SAM
4. Registration Process for an Alateen Group
5. Additional Safety Guidelines
6. Frequently asked questions
7. Resources

SECTION 11B: SUPPORTIVE AL-ANON MEMBER (SAM) AREA CERTIFICATION PROCESS......revised August 2016
1. General
2. The Supportive Al-Anon Person (SAM) Certification Process
3. Application documents
4. Re-certification process
5. Re-certification Documents
6. Time Frame for Registration and Re-Certification

SECTION 11C: AREA GROUP REGISTRATION PROCESS......revised August 2016
1. General
2. Group Registration Process
3. Verification of Alateen Group Information
4. Changes to Alateen Group Information

SECTION 11D: ADDITIONAL SAFETY GUIDELINES
1. Excerpts from OSA motion October 2005
2. (Comments on) WSO Guideline G-34, Alateen Safety Guidelines
3. Forms
4. Other Suggestions
5. Creation of the Guidelines

SECTION 11E: SAFETY GUIDELINES FOR CONFERENCE...revised April 2012 1. Background
2. General
3. At the Conference/Assembly
4. Overnight Stays
5. Alateen Participation in Al-Anon/Alateen or AA Conference Committee
6. Other suggestions

SECTION 11F: ALATEEN ADVISORY COMMITTEE...revised November 2010
1. Background

SECTION 11G: NEW OSAAC CHARTER
SECTION 11H: NEW OSAAC FINANCES

SECTION 12A: RECORDS GROUPS DISTRICTS ..revised January 2010
1. Groups
2. Districts

SECTION 12B: RECORDS AREA ..revised January 2010
1. Background
2. Scope
3. General Corespondence
4. Executive Meeting documents
5. AWSC & Assembly
6. Financial Information
7. Blank Forms
8. Form Letter
9. Area Manual
10. Assembly Host Committee Minutes
11. Destruction
12. Electronic Data
13. Transfer to Area Archivist
14. AAPP Police Record Checks