BY-LAWS
NORTH CENTRAL OHIO AREA INTER-GROUP OF ALCOHOLICS ANONYMOUS
ARTICLE I
NAME, LOCATION, & OBJECT
Section 1. The name of this non-profit organization shall be North Central Ohio Area Inter-Group, Inc., also known as NCOA.
Section 2. The office shall be located in Sandusky, Ohio, or a centralized location in the North Central Ohio Service Area.
Section 3. The purpose of the NCOA Inter-group Office shall be to maintain and operate a service organization in North Central Ohio Area for the joint benefits of Alcoholics Anonymous and the Groups located therein in their quest to carry the message to alcoholics who still suffer. To promote the general welfare and 12 Step work of the fellowship. We shall keep in mind to always stay within the 12 Concepts, Guidelines and 12 Traditions of Alcoholics Anonymous.
As a collective unit, the NCOA Inter-group Office, will conduct:
i. Quarterly Workshops, inclusive of, but not limited to: 12 Traditions, Financial Structure, 12 Step Calls, Sponsorship, Anonymity, General Recovery Information.
ii. Social AA Based functions: Memorial Day Breakfast, NCOA Annual Picnic, Gratitude Reunion, Alcothons and Dances.
Section 4. Monies for use by the Inter-Group shall be such as are received as voluntary contributions. Such monies to be deposited in a depository approved by the Steering Committee with the account to be designated "North Central Ohio Area Inter-Group." The Treasurer shall be responsible for the keeping of a proper set of books of
ARTICLE II
MEMBERS & QUALIFICATIONS
Section 1. The membership of the NCOA Inter-Group shall consist exclusively of members of Alcoholics Anonymous duly delegated and authorized in a manner to be specified by the Steering Committee to represent their respective groups concerning the management and operation of the affairs of the NCOA Inter-Group office. Each group shall be entitled to have one (1) voting member and this member shall be known as the Inter-Group Representative. The Inter-Group Representatives shall be collectively known as the Advisory Committee of the NCOA Inter-Group
ARTICLE III
MEETING OF GROUP REPRESENTATIVES
(Also known as: ADVISORY COMMITTEE)
Section 1. Regular meetings of the Advisory Committee shall be held monthly.
Special meetings may be called by the Officers of the Advisory Committee or by written request of not less than ten (10) Inter-group Representatives. Notice of the time, place and purpose of said meeting of members shall be given in writing by the Secretary to the respective Inter-Group Representatives not less than ten (10) days before the date of said meeting.
Section 2. All meetings of the Advisory Committee shall be requisite to and shall constitute a quorum .
A quorum shall be noted by no less than 10% of the Advisory Committee other than the officers.
An adjournment may be taken by a majority of those present at the meeting.
Section 3. Any member of a group is privileged to attend and/or address any meeting of this Advisory Committee and will be recognized by the Chair.
ARTICLE IV
STEERING COMMITTEE
Section 1. The Steering Committee shall, as a unit, monitor the day to day activities of the NCOA office: - the financial income and expenses
- oversee and guide the Advisory Committee with regard to the Traditions, Concepts and Guidelines
- create necessary committees to further the work of the NCOA objective.
- oversee and guide said committees
A. All major purchases, not inclusive of the day-to-day operating expenses, which exceed $500.00 (five hundred dollars), shall be submitted to the Advisory Committee for approval.
Section 2. The Steering Committee shall consist of nine (9) members of Alcoholics Anonymous who has previously served, or who is actively serving on the Advisory Committee.
A. The nine (9) Steering Committee members shall consist of four (4) officers, plus five (5) Members-at-Large (M/L). They shall hold office for a term of two (2) years.
B. Elections of Steering Committee members are held in the month of October at the regular Advisory Committee meeting, with the elected taking office on the first day of January.
i. Exception: when a vacant seat or seats are to be filled between the normal election dates, it shall be filled per Article V, Section 2.
C. Every even-number year there shall be elected Vice-Chairperson, Secretary and three (3) Members-at Large.
Every odd-number year there shall be elected Chairperson, Treasurer and two (2) Members-at-Large.
The reason for this procedure is to ensure that the Steering Committee is always staffed with members of some experience.
Section 3. Any vacancy in the Steering Committee may be filled for the UNEXPIRED
Section 4. All meetings of the Steering Committee may be held at such times and places as may be provided for and upon such notice as the Steering Committee feels is necessary. A majority of members in office at the time shall constitute a quorum for a meeting of the Steering Committee and an adjournment may be taken by a majority of those present at the meeting.
Section 5. The majority of the entire Steering Committee may remove any member of the Steering Committee, except the officers, for cause. The majority of the Group Representatives of the Advisory Committee may remove any officer, for cause
.Section 6. Any officer or member of the Steering Committee who has three (3) unexcused absences from the Steering and Advisory Committee meetings, the legitimacy of the member’s absence will be brought up for discussion/review at the Steering Committee meeting. The future of the member on the committee will be left to the discretion of the remaining members of the Steering Committee.
Section 7. Members of the Steering Committee shall take an active part by attending all functions scheduled by the NCOA Inter-Group as listed in Article I, Sec. 3A.
Section 8. Members-at-Large will not be excluded from voting at the advisory committee. Elected officers may not vote; except if it would pertain to a tie, then the chairperson would vote.
ARTICLE V
NOMINATING COMMITTEE & ELECTIONS
Section 1. Before the regularly scheduled election of the Steering Committee, the Steering Committee, at the June Advisory meeting, shall select and appoint a Nomination committee Chairperson. This Chairperson shall be an active group representative who is not a member of the Steering Committee. The Nomination Chairperson will carry out his duties as outlined in Article X, Sections 1 – 3.
Section 2. In selecting the slate of nominees, the Nominating Committee shall explore:
A. The availability of the person and his/her willingness to serve.
B. His/her overall ability and capacity to carry out the duties and functions that may be required of the members of the Steering Committee.
C. Be a member of a recognized group located in NCOA Inter-Group Service Area.
D. Be present at the meeting when nominations and elections to such office occur.
E. Length of continuous sobriety.
Chairperson Three (3) years.
Vice-Chairpersons Three (3) years.
Treasurer Three (3) years.
Secretary Three (3) years.
Five (5) Members-at-Large Two (2) Years.
Term Limits for all elected officers and members-at-large shall be a maximum of two (2) consecutive 2-year terms.
As far as possible, all geographical areas of the NCOA Inter-Group should be represented in the nominees of the Steering Committee.
Section 3. The slate of recommended nominees will be given to the Secretary in a timely manner that allows the Secretary to present the list to the August meeting of the Advisory Committee. The slate of nominees will be submitted again to the Advisory Committee at the election meeting in the month of October.
Group Representatives may make ADDITIONAL nominations from the floor
Advisory Committee members shall be authorized to fill any vacancies left open by the Nomination Committee as per Article V, Section 2.
In the event that a single candidate is nominated for an open position, that nominee is elected by default as long as the Advisory Committee offers approval.
Section 4. Following the election, the Steering Committee Chairperson will provide each newly elected Steering Committee member with an AA Service Manual and the appropriate General Services (GSO) Guidelines. These materials along with any other literature or materials supplied to them, for the purpose of carrying out their respective duties while in office, shall be returned to the Chairperson in the event of resignation or expiration of their elected term.
ARTICLE VI
VOTING PROCEDURE
Section 1. Group Representatives present at a regular or a duly called special meeting shall constitute a quorum for the transaction of any regular business including, but not limited to, the election of officers.
Section 2. Each Group Representative (or Home Group) shall be entitled to only one vote. The election of officers shall be by ballot at the October meeting. An Election Committee appointed by the Chairperson and approved by the Advisory Committee shall count the ballots. The person receiving the highest number of votes shall be considered elected. In case of a tie vote for any office
ARTICLE VII
duties of officers
Section 1. Chairperson: Subject to the guidance of the Steering Committee, the Chairperson shall be the executive officer of Steering and Advisory Committees and shall lead in the general supervision of the Inter-Group Office and the holdings thereof. The Chairperson generally oversees the affairs (day-to-day activities of the Inter-group office) and shall have such other powers and duties as are incidental to his/her office. The Chairperson, by virtue of the office, shall preside over all meetings of the Advisory Committee and the Steering Committee.
A. The Chairperson may serve as a non-voting Advisor of the Advisory Committee and Steering Committee for one (1) year after term of office.
Section 2. Vice-Chairperson: Shall be supportive of and actively involved with the duties of the Chairperson. Shall perform the duties of the Chairperson in the absence of such Chairperson. Vice-Chairperson shall perform any other duties that are assigned to him/her.
Section 3. Treasurer: Shall do the following:
A. Receive all funds and deposit them in the authorized depository.
B. Pay all obligations as authorized by the Steering Committee.
C. Keep all vouchers of all disbursements.
D. Present an oral and written financial report to the Steering and Advisory Committees at each regular meeting.
E. Signatures of Treasurer, Chairperson, Vice-Chairperson and Secretary will be present on all bank accounts. Two (2) signatures will be required on all checks for endorsement.
F. Takes over the duties of the Chairperson in the absence of the Chairperson and Vice-Chairperson.
G. On the expiration of his/her office shall deliver all monies, books and other property of the Inter-Group to his/her successor or the Chairperson of the Steering Committee.
H. Cooperate with the Financial Committee and Audit Committee by having all records and books readily available.
Section 4. Secretary: Shall keep a record of the proceedings of the Advisory and Steering Committee meetings and shall perform such other duties as may be assigned by the Chairperson or Vice-Chair. At the expiration of the term of the Secretary’s office, the Secretary is to turn over to the incoming Secretary all records and materials pertinent to that office.
Section 5. Members-At-Large: Shall not be the active group representative of a home group. Shall attend all Advisory and Steering Committee meetings. Shall have an active voice at both meetings but will not have voting rights at the Advisory meeting.
A. Should conduct themselves as liaison between the Steering Committees and the Groups.
B. Shall be responsible for the duties delegated by the Steering Committee Chair or Vice-Chair.
C. Shall be responsible for the maintenance and updating of the NCOA meeting schedules and group information that is serviced by the NCOA office.
ARTICLE VIII
CONTRIBUTIONS
Section 1. While realizing that there are no fees or dues in A.A., we must but recognize that if the objects and purposes of the Inter-Group are to be served and carried out, that it must be self-supporting and that this support must necessarily be derived through the charitableness and voluntary contributions of the Area Groups and the individual members of A.A. This financial responsibility of providing funding should be shared by all associated members of NCOA A.A.
Section 2. All monies received by the Inter-group office must be deposited in a Government insured account in the immediate area where NCOA office is located or may be located in the future, under the conditions of Article 1, Section 2 of these By-Laws. Funds from the Prudent Reserve may be invested in a Certificate of Deposit, provided the CD is Government insured, and the interest earned on this account is used only as income to defray NCOA office expenses. In any event, the CD is still considered as A part of the Prudent Reserve Fund. All monies of the Prudent Reserve not to exceed one (1) year’s expense of operating the NCOA office, based on the previous year’s audit.
Section 3. The Inter-Group must look primarily to the area groups for its support and maintenance with such other supplemental income as may be supplied, from time to time, by those A.A. members who are financially able and grateful for the affiliation with the fellowship.
A. The Operational Fund, by its name, is a fund that all contributed and interest earned funds are deposited. This fund is drawn upon to pay all the incurred expenses involving the operation of the NCOA office.
i. Realizing that NCOA Inter-Group’s annual income and expenses are a variable factor, the NCOA Inter-Group will donate semi-annually to AA World Services, New York, NY, Area 54 and Area 55. This donation is to be made in two (2) installments, the first near or on the thirtieth (30th) of June and the second payment on or near the thirtieth (30th) of December of each fiscal year.
B. The Literature Fund, by nature of its name, is where all funds received from the sale of inventory are deposited. Funds from this account are used for the replacement of inventory as approved by the Steering Committee. Sale of the NCOA inventory may be sold to AA members and non-AA members.
i. These Funds will not be commingled without the approval of the Advisory Committee. However, in an emergency the Steering Committee has the right to transfer funds from one account to the other and shall report such transfer at the next Advisory meeting.
ii. Any transfer of funds shall be reimbursed to the depleted account at the earliest possible time.
Section 4. There will be a complete audit of all NCOA A.A. financial affairs twice per year. This includes a complete audit of the literature department that is to include an itemized inventory of literature as well as its financial stature. This internal audit will be performed by the Audit Committee, which shall be formed for this special purpose. It is to be supervised by one member of the Steering Committee other than the Treasurer and Chairperson. The Audit Committee will consist of two or three members from the Advisory Committee with some knowledge of financial matters. The results of these audits and recommendations, if any, are to be sent to the Group Representatives upon completion. The audit will also be made available at the NCOA office to any group member in good standing upon request.
ARTICLE IX
COMMITTEES
Section 1. The Steering Committee has or may create the following committees as the need arises, and to terminate if no longer compatible or constructive to NCOA’s operation.
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1. Area Newsletter |
6. Institutional |
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2. Auditing |
7. Literature |
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3. Election |
8. Nominating |
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4. Entertainment |
9. Public Information & Cooperation with Professional Community |
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5. Financial |
10. Volunteer Committee |
The above represents a partial list, more may be formed, but the 12 Concepts, AA Guidelines and 12 Traditions must discipline all committees. All committees will be held accountable to the Steering Committee Chairperson(s) and may be requested to attend the Advisory meeting.
Section 2. It will be the responsibility of a Committee Chairperson to submit the names of the committee members to the Steering Committee. A Committee Chairperson is responsible to replace, at the earliest possible time, any members who drop out. Each Committee should meet as often as necessary in order to preserve continuity of thought, purity of purpose, and the integrity of said committee.
ARTICLE X
AMENDMENTS
Section 1. The NCOA By-Laws may be altered, changed, modified, or amended by affirmative vote by the majority of the attending members of the Advisory Committee, at a regularly scheduled meeting or a special meeting called for this purpose.
A. Written notice of the proposed amendment is to be mailed to the Group Representatives no less than fourteen (14) days before the date on which the Advisory Committee shall meet to consider the proposed amendments(s).
B. Any new amendments will be made part of the By-Laws upon the anniversary of the said amendment and will be incorporated as such.
ARTICLE XI
Section 1. These By-Laws shall supersede and take place of all former resolutions, regulations, and By-Laws that may have been approved and passed by Representatives of the North Central Ohio Area Inter-Group Advisory Committee.
