There are many District-level service positions that follow the 3-year model – Group Reps, District Officers and Coordinators. I hope our current batch of trusted servants will all be inspired to send in descriptions of their service positions. I would love to have them all up on the web where anyone thinking of volunteering for the next panel (January 2009 – December 2011) can read about the positions and possibly be inspired to step up to District-level service.

Our District Rep, Erik, has called for volunteers to develop a “Procedural Manual” (guidelines) outlining the responsibilities for Officers & Coordinators, something the District has identified as desirable to have before the new panel is voted in this October. Whether these projects happen depends upon the participation of all concerned.

So, to the current group reps, officers, and coordinators, please email me and make this project a success. Your description could be as simple as listing what your service duties were and approx. how long it took you to perform them each month, or you could add whatever you want to share about your own experience of doing that position. We are not trying to replace official World Service guidelines where they exist, just trying to let people get a sense of what serving in our District might be like to help with their informed decision-making process (after which the new panel has the Right of Decision to do the job as it suits them… as always, “Take what you like and leave the rest!”)

To those thinking of serving next time, please don’t let the 3-year commitment deter you from volunteering. When I became a GR, I did not know if we would have to move out of Sonoma County, so I told my group I would do the job as long as I could if they wanted to vote me in… they did, and now here I am almost 3 years later, serving out my entire term as well as having taken on the website position at the District level. (And yes, it is on my to-do list to practice what I preach and write the “job description” for the website coordinator Position - see below!) Also keep in mind that all of the service positions can have Alternates if there are enough volunteers; part of the beauty of Al-Anon is that we don’t have to do things alone.

Love in service,
Debbie C.

October 08 Update:
As you can see, not every position has a description, but here is the list of Coordinator positions that will be voted on next month, categorized for your conveniece:

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My job description:
I record the minutes, type them out, and make copies of them (about 35).
- Don

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The only requirement for all service positions is WILLINGNESS. District Treasurer is no exception and the reason why I’ve been able to do it for the last 3 years. If I’d have needed a degree in economics or even the ability to balance my own checkbook, I’d have been rejected from the start. But this is Al-Anon with wonderful opportunities for personal growth. Thank God.

I’ve been treasurer of 3 groups along the way on my Al-Anon journey so I figured I could do this one, and I have for the last 2½ years. As with all 3-year commitments I’ve undertaken, just when I think I’ve got it figured out it’s time to move on. Still I’ve learned a lot about trust, acceptance and perfection (or lack of it), and I’m glad for the opportunity.

It’s one of the easiest ‘jobs’ I’ve had in Al-Anon, though not without its trials. I couldn’t balance the first year despite going over and over the books. I dreaded giving that end of year report but decided I was a trusted servant who had done her best. As with most things we agonize over, there was no need. As I gave my report with effusive apology and shame, Erik (our DR) graciously cut me off from my self-deprecation and thanked me for a job well done. The relief was incredible, and gratitude at the unconditional acceptance amazing. Last year I was only 33 cents off! Progress, not perfection.

So, if you’re considering this position, here’s what I do/did:

• Balance the checkbook. (Calculators rock!)
• Pay the bills (Phone, Voicemail, Rent, Copy shops, Insurance and P.O. Box).
• Reimburse DR, ADR, officers and members for expenses incurred for district 5 Al-Anon service.
• Provide booking deposits for special events (spring and fall workshops, the summer campout and BBQ).
• Work out a budget for each year to enable the determination of our prudent reserve.
• Keep accurate records, as able, of donations from groups and individuals.
• Bank donations in a timely manner.
• Maintain non-profit status with IRS (complete forms as needed, I can explain which ones, I think).
• Keep account of the GR scholarship fund.
• Go to the P.O. Box to pick up the District mail once a week.
• Attend District meeting once a month to report.

It’s a breeze really, and a great tool for growth. I still have to bite my tongue around the directors’ and officers’ insurance premium we pay each year, but I’m O.K. being a minority in Al-Anon, cos I know I still get to be heard!

Thanks for being there! Love, Tina

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This is a ”new” position (many other Districts have this position) that is based on some needs I noticed during the course of maintaining the Meetings page on the website. I have been doing some of these things on an ad hoc basis this panel, but I see a clear need to have this be a defined position. At the October 08 District meeting, our new secretary volunteered to do this as part of her job, but in keeping with our Concept of having clearly defined service positions I am going to write the “job description” for this one so it doesn’t fall through the cracks, whether it is done in the future by the secretary, schedule coordinator, or separately.

This position boils down to gathering, maintaining, and relaying information about registered groups in the District, for the vital purpose of keeping the meeting and contact information accurate and up to date.

Responsibilities:

• ”Sign-In Sheets” – These are the papers that list the WSO information for each registered meeting. The District Group Records Coordinator (GRC) would stay in contact with the NCWSA and WSO GRCs to keep this information accurate. One way we currently do this is to pass the sheets around every District meeting and hope the GRs will make any changes. They almost always get stuck somewhere; the GRC would make sure they get passed around to the entire meeting every month.
• The GRC would also contact every meeting that does not send a representative to District and get their meeting and contact info, and then share the information as follows.
• Just as it was decided not to publish any Alateen meetings that are not registered with the WSO, the GRC can make sure that the regular and Spanish meetings that we publish also have a WSO number, and that all meetings are actually meeting at the published times/locations/etc., making any changes as necessary. It is crucial that the District publish accurate meeting schedules, both printed and on the District website. When the GRC learns of any meeting changes, s/he will share this information right away with the Schedule and Website Coordinators (and vice versa).
• Just as important is the “contact list” (email addresses are preferred to phone numbers) for each group, which is currently incomplete. The GRC will make every effort to keep this list complete and accurate. It is to be shared with District GRs/officers/coordinators (as when Erik sent us the “sign-in sheet,” but we need to keep it updated) so that all groups can be sent vital information regardless of whether they send a rep to the District meeting. (The GRC would work with the Website Coordinator to educate trusted servants about the purpose of the contact lists – not to be used to “spam” other members.)
• The GRC would also be the District’s contact person to assist with the “birth” and “death” of meetings. When a group wishes to form or disband, the GRC would offer any help or information they might need, including letting them know who to contact at the Area and World Service levels. For instance, meetings might need the WSO group records change form to create or disband a meeting. A new group might need to know the District P.O. Box and have it explained how they get their mail; they might need to know how to get their $100 of free literature from District; they might need a temporary meeting “script” until the WSO sends them their new group binder. Then the GRC would get the temporary binder back to loan to the next group that needs it. A disbanding group may need to know to contact District, Area, and World, and to turn their assets over to District, where the GRC would make sure to pass on treasury, literature, chips, etc. appropriately.

This is a great opportunity for another District member to be of service in a relatively easy but vitally meaningful position.
Love in service,
Debbie C.

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Enjoying Being a Group Rep:

As my three-year term comes to an end this December, I have really learned a lot about being a Group Representative, and am really glad I did it.

I started as a GR Alternate, coming to the Assembly (the Northern California World Service Area business meeting) near the end of someone’s term to check out whether I could do this. I was overwhelmed with all the decisions to be made and all the sharing from a business side. Because I had quite a bit of recovery under my belt, I took what I liked and left the rest and also took care of myself. This meant that I was not killing myself after a hard week of work to get there. I went early on Saturday morning after a good night’s sleep. I also took breaks when it got to be too much. When I could not take in any more info, I left before it was over, after taking care of some essential votes. I had some time Sunday afternoon to unwind at home and gather my thoughts before plunging into another regular work week. I felt a little wary of all this business that I had always shied away from before. But by taking care of myself, I was able to feel like this job was something I could take on and let seep in gradually.

It was a side of me that I wanted to develop more instead of always feeling helpless around. So I became Group Rep for a full 3-year term. It meant driving an hour each way once a month and bringing back information to my home group. At first it seemed like a bunch of gobbledy gook and boring information that had always kept me away before. But I also saw the order of how business meetings were, what needed to be addressed and taken care of so that we could create safety, continuity, participation, and gather information for our home meeting. It created a link that takes us outside of not just our own little world, but the groups’ little world. I began to see that through the mundane stuff we had to go through, gradually there were votes and decisions made to move forward one way or the other.

I also found myself volunteering for a smaller but much needed position in District 5, Insurance Coordinator, which was a whole other learning experience in something I had thought I was useless at understanding, but in fact I found it to be fairly easy. This got me more engaged in the meetings and getting to know others, especially since I am usually the only one traveling almost an hour away. I loved watching how the DR (District Rep.) and the alternate DR handled the meetings soberly, referring to the traditions and the Service Manual, having the NCWSA & WSO Delegates talk to us and inspire us, and watching how the District’s Coordinators and the Assembly’s Coordinators handled their jobs.

One of the jobs of the GR is to bring any problems from the group meeting to the District to help solve or learn from other Groups and GRs about how they handle their problems. I have learned so much that it has helped me to be more aware and sober in handling situations that come up in my home meetings and in our town Intergroup. It seems to be gradually spreading to a few others that notice what a difference having a Group Rep in the meetings does for their group. It brings more awareness on many levels. I am glad it is a 3-year commitment, as it takes a while to get this job down.

In my 22 years of Al-Anon, I had always done all the jobs in the local meeting, and while my kids were growing up rationalized that I couldn’t commit to any higher position. I never ventured very far away from home for Service. And now that I think about it, I have become more involved at a deeper level, which I wasn’t ever ready to do before. It means that I am truly committed to giving back to a program that has given me so much. It has brought me greater recovery on many levels and I have found more people with more recovery doing this job, which I have been looking for. It has really made a difference for me as well as the group. Being a GR has felt like bringing fresh air to my home group. Without it the group can survive, but doesn’t get the stimulation or fresh infusion of ideas that the GR brings from the District.

My hope is that someone else will be inspired to step up and continue this worthwhile position. Now that I have experienced the richness that it brings to the group, it will be hard not to have a GR for our meeting. As it says in the 12 Concepts, Participation is the key to harmony, and the Right of Decision makes effective leadership possible. If you have never considered this position before, please think about it.
- Teresa

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When nominated for this service position, I was hesitant to accept, especially when told that all I needed to do was to be “able to balance a checkbook.” Well, I suppose I could. I had the ability, I just hadn’t had overwhelming success with that project in the past. I had, in fact, handed the family checkbook over to my husband many years ago. Then I remembered I had been a treasurer for a small Al-Anon group, and it really wasn’t that difficult.

I’m very glad that I did take on this position. It has been a good experience for me - keeping accurate records and counting money. There were a few times when I made mistakes and had a challenge getting it all to balance. This was an opportunity for growth, and it became easier for me to get it right the first time. You wouldn’t believe how thrilled I get when everything balances. It has also helped with my procrastination. I found that it was easier and more serene to take care of the deposit and monthly report early in the month, rather than waiting till the day of the district meeting.

It’s really a fairly simple responsibility. Here’s what I do:

• Collect Public Outreach donations at the monthly District meeting.
• Keep a record of the income - donations from meetings as well as the sales of literature at institution meetings.
• Make a monthly bank deposit.
• Pay Public Outreach bills - mostly for literature for Institutions, Public Information, and CPC (Cooperating with the Professional Community.)
• Give a monthly report of deposits, expenses and current balance.

That’s about it. Thank you so much for this opportunity to be of service.
- Muriel

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Job Description for Schedule Coordinator:
In the event that any meeting in District 5 has a change the coordinator is called with this information. At the end of each month changes are made to the next month’s schedules and printed for distribution at the District Meeting. It is also the coordinator's responsibility to keep the information phone line updated.

I estimate that I received an average of 6 changes each month.

Other then taking the phone calls for changes it is necessary to make 3 trips to the copy store each month.

1. Take changes to be made to schedule.
2. Go back to proof read new schedule.
3. Return to pick up finished schedules.

- Sharon A.

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As District 5 tape librarian my duties consist of making speaker tapes available to all district members. This involves going to the monthly district meeting so that group reps can check out CDs and/or cassette tapes that they can take back to the group or use themselves. At the beginning of my term, I passed out a list of all the tapes and CDs in the library that each group rep could pass it out at their group. I also bring a selection of CDs for borrowing to the groups I attend. The tape librarian keeps track of all tapes and CDs, also buys new CDs, makes CDs of tapes currently in the library, and tapes any events including but not limited to the Christmas Bash. Some experience copying CDs using a computer is helpful.
- Bill

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Will our District have a website next year? All of the District’s officer and coordinator positions will be up for election this October for the next 3-year panel of service, January 2009 - December 2011. Please don’t be scared of the long commitment. I think when we find service positions that suit us, it is very rewarding and the time just flies by.

So, who out there wants to maintain a website? You don’t necessarily need to know any particular programs or have any special training. All you need is a stable internet connection and the willingness to learn the job. (Sometimes I feel that prior experience can be a possible drawback, as you really have to check your ego at the door and learn how to do the website as it best serves Al-Anon, not as somebody may have done things in the past.) I am hoping at least one volunteer will call or email me within the next few months so that I can show them the ropes before my term is over.

Our District website is a subset of the NCWSA’s website. They pay for the hosting, and provide the space for any District within the Northern California World Service Area that chooses to have an “independent” site. The requirements are few and simple: maintain an accurate Meetings page; do not list people’s last names and phone numbers online; and generally make sure the site is distinctly Al-Anon in nature.

Everything else is gravy. I can’t tell you the average number of hours in a month you would spend on this position, because it would be up to you whether you do the minimum or really get into it. I spent a great deal of time over the past couple of years building up the pages on the site that really work, so at this point a person could just plug new info into the format that is up there now and spend relatively minimal time on the job.

Beyond maintaining the Meetings page, our District’s wishes to provide another outlet for the information printed in our newsletter, and so I have given monthly attention to the News and Events page. For me this has meant working closely with the newsletter editor in encouraging members to contribute items for publication, and exercising my own editorial skill set as filtered through Al-Anon ideals such as “keep it simple” and “participation is the key to harmony.”

What did that just mean? For me it means letting people share in their own voices, as all of our voices together create harmony. It isn’t about trying to make every item conform to a single “style sheet,” or to pick and choose amongst shares, as we each share from our own experience and it is all equally valid. So there is no heavy-handed editing involved, just a helping hand to make sure all the spelling, punctuation, etc. is presented in a way that the person’s “voice” can best be heard.

The website position is one of many information services positions, which to me all involve being a conduit for the information to flow through. Good communication skills (language and graphics skills, for instance) are a big help. Check self will at the door. We use the 3 Legacies (Steps, Traditions, and Concepts), other Conference-Approved Literature (CAL), and guidance from District to come to our decisions.

So, based on my experience with this position, I strongly feel that the candidate should be willing to attend all of the monthly District meetings (I feel it is essential for many reasons, not the least of which is that you have to be familiar with the other trusted servants etc. in order to effectively pass along questions or comments that get emailed to the website); preferably willing to attend the Assemblies (this position synergizes beautifully with being a GR!); and also be willing to absorb as much CAL as you can about the legacies and the service structure of Al-Anon. All of this effort really paid off for me not only in strengthening my own recovery and love of the program, but also in strengthening my ability to do this service position. I had that framework of strong principles to rely on, indicating where to be firm and where flexible.

In addition to Al-Anon principles, I had my editorial ethics and also online “netiquette” to guide me. I hope to be able to pass all of this along to the next candidate; looking forward to hearing from you!

Cheers,
Debbie C.

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