Secretary

Introduction

The elected Officers of the Area Assembly (3-year term) are also affirmed by the Group Representatives (GR) to serve as the Board of Directors of Southern California World Service of AFG, Inc.,  a California Nonprofit Public Benefit Corporation and a charitable 501(c)(3) tax-exempt entity per the Internal Revenue Service. The Officers act in accordance with the spiritual principles of Al-Anon Family Groups while conducting the prudent management of the Area. The Officers accept additional demands on their time and possess some special skills relevant to their positions. Members of Al-Anon in SCWS who also are members of A.A. are ineligible to hold Al-Anon service positions that vote in matters affecting another group or Al-Anon or A.A. as a whole.

Official Duties and Responsibilities

  • Attend and record Minutes at all SCWS Area Assembly,  Area World Service Committee (AWSC) meetings, Service Panel and Officer meetings, as called by Area Chairperson, prepared to arrive early and stay after meeting closes in order to clarify Minutes, as needed.  
  • Minutes: record which reports are given, provide enough detail of discussions to define significant points for the record, and note wording of motions and vote totals. 
    • Collaborates with Chairperson and other Officers on corrections/additions to Minutes. Chair approves Minutes for publication. 
    • Provide draft Minutes of AWSC meetings and Assemblies to Bulletin Coordinator.
    • At subsequent meeting, note any and all pertinent and appropriate changes/additions to draft Minutes. Seek approval of amended Minutes (no motion needed). 
    • Prepare final, approved hard copy of Minutes and post in permanent Minutes book.
    • Submit final version of Minutes to Website Coordinator for posting on Area website.
  • Motions: Send list of Motions (categorized by date and by subject) from Assemblies and AWSC meetings to Website Coordinator to post on website. 
  • Maintain possession of corporate seal embossing stamp.  
  • Update  AWSC spreadsheet with any changes in service positions.
  • Has primary responsibility for continuity and maintenance of Area post office box, including notifying the AIM Mail Center’s  manager of the new Treasurer’s mailing address. 
  • On call for any additional duties or special projects as requested by Chairperson.
  • Able to listen carefully to and record the proceedings of Area meetings in some detail, while protecting the anonymity of all participants.
  • Reviews Area-wide communications with at least one other Area Officer prior to transmittal.
  • Able to understand, question and learn facts and figures from financial and other reports. 
  • Actively develop a strong working relationship with and support for other officers and DRs, and collaborate with them as needed to resolve conflicts within the Area.
  • Serve on any Area Thought Force or Task Force as requested by the Area Chairperson. 
  • Present oral report for each SCWS Service Panel meeting, AWSC meeting, and Assembly, and include written report in  SCWS Bulletin.
  • Reply to all emails within 48 to 72 hours. Participate fully and promptly in any phone calls, email discussions, assignments, and other conference calls or Zoom meetings.
  • May travel to Districts, Intergroup and Area meetings to make presentations, educate members, and assist with conflict resolution.
  • Attend annual Area Sharing of Service (SOS) workshop, and supports Area activities and events. 

Eligibility and Qualifications

  • Must reside in the Southern California Area during their entire panel term.
  • Active member of Al-Anon in CA(S) continuously for at least five years, and past or current District Representative for a minimum of eighteen months.
  • Must be in good financial standing with the Area.
  • Strong organizational skills and ability to pay attention to detail. 
  • Possess strong time-management skills (i.e., respond to communications in a timely manner; record, edit, and disseminate meeting Minutes on time).
  • Must have good typing skills, knowledge of grammar and punctuation, and be able to summarize and synthesize verbal and written information in simple and clear language.
  • Willing and able to allot the appropriate time to the position and all that it entails.
  • Should have a thorough understanding of the 12 Steps, Traditions, and Concepts, current Al-Anon/Alateen Service Manual, Knowledge-Based Decision-Making (KBDM), Area and World Service structure, SCWS Policies and Procedures Handbook, and SCWS Bylaws. 
  • Is accessible, available, responsive, and flexible.
  • Able to communicate effectively, including planning and preparing public presentations to carry the message.
  • Able to prioritize and work independently and as a team member. 
  • Must maintain confidentiality of non-public information.
  • Willing to work cohesively with other Service Panel members.
  • Able to separate opinion from facts and remain impartial and neutral.
  • Can support and effectively communicate Area and World Service Conference (WSC) decisions and their implementation objectively, even if not in personal agreement with the group conscience.  
  • Does not concurrently hold any other position in Al-Anon service beyond the group level.

Equipment, Technology, and Skills Required

  • Effective electronic, written and oral communication skills.
  • Proficient in accessing and navigating:
    • computer, printer, scanner, high-speed internet access, and use of appropriate software and Google apps. (Software provided by Area, as needed.)
    • websites, web-based virtual meeting platforms, downloading web documents and using email with attachments.
  • Must be adept with email (especially handling attachments); creating and modifying documents using Google apps.
    • Prepares written reports and meets deadlines.
    • Protects security and confidentiality of documents and information.

Anticipated Time Commitment 

Respond to email (> 2-3 times / week) and routine processing

3-5 hrs/week

Prepare, edit, disseminate Draft and Final Minutes & Motions after Area meetings

8-12 hrs/month

Attend Service Panel, AWSC meetings, Assembly, SOS (6 to 7 hours each + travel time)

8 times/year

Ad Hoc Meetings and Special Projects, as needed

4-5 hrs/week

Preparation

Reimbursements

  • Mileage incurred in travel to required Area meetings (see table below) are reimbursable at current approved mileage rate (with required documentation).
  • Needed supplies and materials reimbursed by Area, with required documentation.
  • Reimbursement requests are due within 45 days after the expenditure and must include all receipts and appropriate documentation, using the Expense and Mileage Reimbursement Request Form
  • May claim reimbursement for one approved service event outside the SCWS Area during three-year term. The form for requesting a service panel event is on the password-protected section of the SCWS website. (Makes own travel arrangements within budget guidelines.) Written report of experience must be submitted with reimbursement form.

Mandatory Area Meeting Attendance

Meetings Months Days Time
Officers Meetings quarteerly (plus ad hoc) January, May, July, August, October Saturdays and TBD 9:00 AM to 1:00 PM
SCWS Service Panel January, May, July, October Saturday 9:00 AM to 12:00 PM
Area World Service Committee (AWSC) February, August 3rd Saturday 9:00 AM to 4:00 PM
Area Assemblies May, November 3rd Saturday 9:00 AM to 4:00 PM
Sharing of Service (SOS) January 3rd Saturday 10:00 AM to 4:00 PM
Longtimer's Event Last year of 3-year panel 3rd Saturday 10:00 AM to 4:00 PM

Revised: 08/2026

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