Area Policy Manual

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Ontario South Assembly Policies & Guidelines Manual

How the information of this page is organised

Revision date July 2020

This page contains the latest updates of the Ontario South Assembly Policy & Guidelines Manual. There are links to actual content and below each section link is an index of subjects in each section.

Cover page (revised October 2005)Download
Table of Contents July 2020Download
Revision History July 2020Download
How To Use This ManualDownload
History Ontario South July 2020Download
Al-Anon/Alateen Acronyms & TermsDownload

SECTION 1

SECTION 1 GENERAL (revised July 2020)Download

INDEX SECTION 1

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 & RESPONSIBILITIES: Introduction (revised April 2012)Download
2A – EXECUTIVE MEMBERS (revised July 2020)Download

INDEX SECTION 2a

1. Eligibility Criteria for All Executive Positions
2. Time Line for Election of Executive
3. Filling Vacancies
4. Common Responsibilities of Executive
5. Delegate
6. Alternate Delegate
7. Chairperson
8. Secretary
9. Treasurer
10. Advisor

2B – COORDINATORS (revised July 2020)Download

INDEX SECTION 2b

1. General
2. Eligibility Criteria
3. Time Line for Coordinators
4. Filling Vacancies
5. Common Responsibilities 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)

2C – OTHER POSITIONS (revised July 2020)Download

INDEX SECTION 2c

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

2D – REGIONAL TRUSTEES/ALTERNATES (revised July 2020)Download

INDEX SECTION 2d

  1. General
  2. Ontario South Process
  3. Time Line

SECTION 3

SECTION 3: EXECUTIVE MEETINGSDownload

INDEX SECTION 3

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

SECTION 4

SECTION 4: AREA WORLD SERVICE COMMITTEE (AWSC) (revised July 2020)Download

INDEX SECTION 4

  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 5

5A: ASSEMBLY AND HOST COMMITTEE GUIDELINES (revised July 2020)Download

INDEX SECTION 5a

  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
5B: HOST COMMITTEE GUIDELINES (revised July 2020)Download

INDEX SECTION 5b

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 6

6A: CURRENT MOTION SUMMARY (revised July 2020)Download
6B: PAST MOTION SUMMARY (revised January 2018)Download

SECTION 7

7A: TRILLIUM CONVENTION & COMMITTEE-CHARTER (revised January 2018)Download

INDEX SECTION 7a

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

7b. TRILLIUM CONVENTION & COMMITTEE-POSITION GUIDELINES (revised August 2014)Download

INDEX SECTION 7b

  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

SECTION 8: FINANCES GENERAL (revised July 2020)Download

SECTION 9

9A: LITERATURE DISTRIBUTION CENTRE GENERAL (revised August 2014)Download
9B: LITERATURE DISTRIBUTION CENTRE CHARTER (revised August 2015)Download
9C: LITERATURE DISTRIBUTION CENTRE BY-LAWS (revised December 2015)Download

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 January 2018)

(Form to itemize expenses to be submitted with receipts to the Area Treasurer.)

FORM F: ASSEMBLY BID FORM (revised July 2020)

(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: Executive Resume (revised July 2020)

(Form to be completed and submitted by members willing to stand for Executive positions.)

FORM J: LDC Speaker Questionnaire (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.)

2020 Online Group Records Registration / Change Form

This form is to be completed and submitted when any group information changes. Examples: location/time of meeting, members in service as GR, AGR, Current Mailing Address (CMA) etc. The form also has a comments section for other types of notifications.

If you do not know your group ID / WSO ID, navigate to the For Members Home Page of this website to find a list with all Ontario South groups sorted by name and meeting city/town.

WSO ALATEEN 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.

FOR NEW ALATEEN GROUPS

Alateen Group Registration Form July 2020Download

Form to be completed and submitted, through the DR, to the AAPP.
Form is specifically for NEW Alateen group registration.
See Section 11C.

How to fill out the Alateen Group Registation Form July 2020Download

FOR EXISTING ALATEEN GROUPS

Alateen Group Records Change Form July 2020Download

Form to be completed and submitted, through the DR, to the AAPP.  See Section 11: C Form is specifically for Alateen groups when any existing group’s information changes. For example:  Sponsors, location of meeting, time of meeting, GR, contact person, or CMA changes.

How to fill out Alateen Group Change Form July 2020Download

MISCELLANEOUS FORMS

Group History Checklist (revised December 2016)Download

(Form suggests what to record when submitting a Group History to Ontario South Archives.)

SECTION 11

11A: ALATEEN – GENERAL (revised July 2020)Download

INDEX SECTION 11a

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

11B: SUPPORTIVE AL-ANON MEMBER (SAM) AREA CERTIFICATION PROCESS (revised July 2020)Download

INDEX SECTION 11b

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

11C: GROUP REGISTRATION AREA PROCESSDownload

INDEX SECTION 11c

1. General
2. Group Registration Process
3. Verification of Alateen Group Information
4. Changes to Alateen Group Information

11D: ADDITIONAL SAFETY GUIDELINESDownload

INDEX SECTION 11d

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

11E: SAFETY GUIDELINES FOR CONFERENCE (revised April 2012)Download

INDEX SECTION 11e

  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
11F: ALATEEN ADVISORY COMMITTEE(revised November 2010)Download

INDEX SECTION 11f

1. Background

11G OSAAC CharterDownload
11H OSAAC FinancesDownload

SECTION 12

12A: RECORDS GROUPS DISTRICTS (revised January 2010)Download

INDEX SECTION 12a

1. Groups
2. Districts

12B: RECORDS AREA (revised January 2010)Download

INDEX SECTION 12b

1. Background
2. Scope
3. General Correspondence
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