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Northern California World Service AreaNorthern California Alateen Conference (NoCAC) Committee Guideline

ORGANIZATION AND PURPOSE

Organization HistoryIn 1983, the Northern California World Service Committee (NCWSC) invited the NoCAC Chair to be a member of the NCWSC. In 1986, the Northern California World Service Area (NCWSA) Assembly accepted legal responsibility for NoCAC. NoCAC’s finances, though kept separate, are merged with the Area’s finances for purposes of state and federal non-profit reporting requirements (NCWSA Bylaws).

PurposeThe purpose of NoCAC is to unify the fellowship and share experience, strength and hope with other Alateens, thereby increasing the growth and stability of Alateen membership and Alateen groups throughout Northern California.

AuthorityNoCAC recognizes the authority of the Northern California World Service Area (NCWSA) and its interpretations of the Twelve Steps, the Twelve Traditions and the Twelve Concepts of Al-Anon Family Groups and will be in compliance with the NCWSA Requirement for Alateen Member Safety (B17) and automatically adopt any revisions approved by the NCWSC. The NoCAC Committee agrees that the NCWSA Treasurer and the NCWSA Chair will have oversight of NoCAC finances. Upon election the NoCAC Chair and the NoCAC Sponsor will assume responsibility for the NoCAC Committee and events. The NCWSA Alateen Coordinator is a vital and consistent link between the NCWSA and NoCAC.

WHO ATTENDS?

AlateensNoCAC is open to all members of Alateen who are from 12 through 20 years of age.

Al-Anon Members Involved in Alateen Service (AMIAS)NoCAC is open to all Al-Anon members. Al-Anon Members Involved in Alateen Service (AMIAS) whose eligibility has been determined by the NCWSA Area Alateen Process Person (AAPP) will work with the NoCAC Committee as requested to ensure the safety of Alateen at all NoCAC activities.

All Other ParticipantsNoCAC is open to adults (21 and older) and these adults will be considered participants in all NoCAC events and are not considered “Sponsors” as they are not AMIAS.

Revision 12/9/2015 of 21 Guideline# B20Working Draft Until 12/2016


ELECTION AND APPOINTMENTS

VotingThe Alateen members in attendance at the conference are the only members eligible to cast a vote in the elections for the NoCAC Chair, NoCAC Sponsor or on other Alateen issues.

Election of NoCAC ChairEach year at NoCAC the Alateen members present nominate and elect an Alateen member to chair the next NoCAC. The elected NoCAC Chair must receive a simple majority vote cast by the Alateen members in attendance at NoCAC. The NoCAC Chair must be at least 18 years of age at the time of the hotel contract will be signed by the end of April and under 21 years old at the time of NoCAC in November. It is suggested that the NoCAC Chair not concurrently hold any other significant positions on other committees. They also need to have served on a previous NoCAC committee as Chair, Co-Chair, Treasurer, Secretary, Registration, Program Chair, Activities Chair, Hospitality Chair, Decorations Chair, Sweeper Chair, T-Shirt Chair, or Slide Show Chair. It is recommended that they have attended monthly committee meetings consistently.

Election of NoCAC SponsorEach year at NoCAC, the Alateen members nominate and elect a currently certified AMIAS to Sponsor the next NoCAC. The elected NoCAC Sponsor must receive a simple majority of the votes cast by the Alateen members in attendance at NoCAC. It is suggested that the elected NoCAC Sponsor have served as Sponsor of an Alateen Group for at least two years and have attended at least one previous NoCAC.

Appointment of NoCAC Co-ChairBefore the turnover meeting, the NoCAC Chair will consult with the NoCAC Sponsor to appoint a NoCAC Co-Chair.

Appointment of NoCAC Co-SponsorsBefore the turnover meeting, the elected NoCAC Sponsor in consultation with the NoCAC Chair and Co-Chair will appoint a NoCAC Co-Sponsor. It is suggested that the NoCAC Sponsor select a Co-Sponsor of a different gender. The Co-Sponsor must meet the same requirements as the elected NoCAC Sponsor.



NoCAC COMMITTEE

Requirements to hold NoCAC Committee PositionsTo be on the NoCAC Committee, it is recommended that a member have attended NoCAC at least once prior to the appointment. Alateen members must be at least 12 years of age at the time of the nomination and under 21 at the time of the conference.

Appointment of NoCAC Committee MembersBefore the turnover meeting, the NoCAC Chair and Co-Chair in consultation with the NoCAC Sponsor and Co-Sponsor will appoint Alateen members to serve on the NoCAC Committee which will organize and operate the next NoCAC. The Committee includes, but is not limited to, the following the positions:

NoCAC Treasurer, Secretary, Boys Registration, Girls Registration, Hospitality, Program, Activities, Security (Head Sweeper), Publicity, T-shirts, Slide Show, Decorations/Signs and Donation Drawing.

NoCAC CommitteeAll the members appointed and elected as named above make up the NoCAC Committee with the addition of the Area Alateen Coordinator (serving 3 years) and Alateen Liaisons (serving 2 years). In NoCAC Committee meetings Alateen Liaisons have voice; the Area Alateen Coordinator has voice and vote. If a position has an alternate only one of the two has a vote. All NoCAC Committee Meetings are closed meetings.

NoCAC SubcommitteeThe NoCAC Chair and Co-Chair, in consultation with the NoCAC Sponsor and Co-Sponsor, may appoint Subcommittees as deemed necessary for the operation of the conference and fundraisers (e.g. Sweeper Subcommittee).

NoCAC PRIMARY RESPONSIBILITIES

NoCAC LeadershipConsists of the NoCAC Chair, NoCAC Co-Chair, NoCAC Sponsor, NoCAC Co-Sponsor and NCWSA Alateen Coordinator with additional guidance provided by the NCWSA Treasurer and NCWSA Chair as needed. Contracts or agreements for NoCAC will be signed by the NoCAC Chair, with review by the NoCAC Sponsor and a copy provided to the NCWSA Chair.

Duties1. Must be represented by the Chair or Co-Chair at all NCWSC Meetings and NCWSA Assemblies

during the term (see NCWSA Bylaws). 2. Will attend all NoCAC meetings and events.3. Review and approve all reports of deposits and expenses submitted by the NoCAC Treasurer. 4. Attend interim meetings as requested by the Area Chair and Area Treasurer.



5. Prepare and submit the financial documents needed to assure and maintain the non-profit status of NCWSA. This includes, but is not limited to, total receipts, total expenses, and T-Shirt sales. Quarterly reporting is required by the NCWSA Treasurer

6. Hold a turn-over meeting with the new committee and old committee to review and transition all financial reports, bank accounts and materials (God Box) no later than the end of January.

7. NoCAC Leadership will meet with the Area Treasurer prior to receiving financial grant from the NCWSC.

8. NoCAC Leadership is required to assist in annual audit and annual tax returns. 9. NCWSA Treasurer or Area Chair will sign final hotel check at NoCAC.

Committee VotingTwo-thirds of the committee members with vote must be present in order for voting to occur. A simple majority is required for a passing vote. Only the committee members in attendance will be eligible to vote.

TENTATIVE ANNUAL TIMELINE

January 1st NoCAC Committee Meeting; Bank account changes;Financial Assistants are interviewed by the NCWSA Executive Committee

February Attend the NCWSC Meeting and prepare report to committee; Ask for Grant from NCWSC for Hotel Deposit; Co-Chair and Treasurer complete interviews with NCWSC Executive Committee to work with NoCAC finances; Review Behavior Guidelines and amend as necessary; Finalize sites and dates for BASHesSubmit “Save the Date” flyers to be posted to the NCWSA website and 12 Stepper.

March Locate hotel and begin Contract negotiation to finalize by April; Finalize logo and theme for T-Shirts (or mugs, key chains, trinkets, etc.);

April Develop NoCAC registration packet to make available at Spring One-Day Assembly/NCWSC Meeting (usually in May) and make report; Develop fundraising/BASH flyers for distribution at Spring One-Day Assembly; Order T-shirts (etc.) to have available for sale at Spring One-Day Assembly; Report T-shirt sales for first quarter (Jan – Mar) to NCWSA Treasurer by April 15

May Attend Spring One-Day Assembly and NCWSC Meeting (Saturday & Sunday) with approved flyers for BASHes and NoCAC; make report at Assembly and NCWSC; BASH Preparation

June First BASHJuly Preparation for August BASH; Finalize NoCAC Speakers; Hotel Walkthrough;

Report T-shirt sales for second quarter (Apr - Jun) to NCWSA Treasurer by July 15; suggested July fundraiser

August Second BASH; Attend NCWSC and make report;September Preparation for Last Chance DanceOctober Attend 3 day NCWSA Assembly and provide registration packets, reports, and

promote Last Chance Dance event; Finalize program for NoCAC; Order the



speaker ribbons and speaker gifts; Coordinate with Area Chair or Treasurer for check signing at NoCAC; Report T-shirt sales for third quarter (Jul - Sep) to NCWSA Treasurer by October 15

November NoCAC work meeting for registration/rooming list; Print Program; NoCAC Conference (avoid weekend before Thanksgiving to avoid conflict with Serenity in Yosemite);

December By December 15 finalize and submit all reports and financial information to NCWSA Treasurer; Set date with incoming NoCAC Chair and Sponsor for turn-over meeting. Hold turn-over meeting including current year and incoming year committee; Select sites and dates for BASHes, avoiding conflicts with Area events; Report T-shirt sales for fourth quarter (Oct - Dec) to NCWSA Treasurer by Dec 15

Turnover meeting Details (November-December)o Must be held no later than January 31 to turn over reports and materials.o Layout calendar year of events- NoCAC Committee meets at least once per month. o NoCAC Leadership will meet with the Area Chair and Area Treasurer to change over bank accounts.o NoCAC Leadership must contact Area Secretary to provide contact information for roster and to

receive access to NCWSC List serve for NCWSC meeting notifications.o Committee plan and select dates for the following events. It is important to check area calendar in

order to avoid conflicts with other events to ensure maximum attendance.o Spring Fundraiser (March)o 1st BASH – June (must reserve at least 6 months in advance)o Hotel Walk through – Julyo Suggested July fundraisero 2nd BASH – August (must reserve at least 6 months in advance)o Last Chance Dance – October (at least 30 days before event)o NoCAC – Early November (Avoid weekend before Thanksgiving – Serenity in Yosemite

Event).o NoCAC leadership must meet before 1st NCWSC Committee meeting (February) to

review budget reports and review calendar for potential NCWSC committee meetings and event dates. Event flyers need to be reviewed by NoCAC Leadership and approved by the Area Alateen Process Person (AAPP) before posting or distribution.

FINANCIAL PROCEDURES

NoCAC Financial Management Event GuidelinesThis guideline defines the specific financial roles, responsibilities, and tasks for all NoCAC events. The NoCAC Chair will serve as the liaison between NoCAC and NCWSA overseeing all NoCAC financial management guidelines with the support of the NoCAC Sponsor. The NoCAC Committee members involved in the financial management include: NoCAC Chair, Co-Chair, Sponsor, Co-Sponsor, and Treasurer and Area Alateen Coordinator, with oversight provided by the NCWSA Area Chair and Treasurer of the current panel. Since all of these members handle money they need to be interviewed



and approved by the Executive Committee of NCWSA as financial assistants. (See specific job descriptions for each position, Deposit Procedures in Appendix, and NCWSA Financial Assistant Job Description details (B4.1)).

Financial TasksMaintain three NoCAC bank accounts:

1) General Account (Checking)– signers on the account shall consist of the NoCAC Chairperson, NoCAC Treasurer, NoCAC Sponsor, and NCWSA Alateen Coordinator. Two persons must sign all checks written, neither of which can be the payee on the check. One signer must be the NoCAC Sponsor or NCWSA Alateen Coordinator and the other must be the NoCAC Chair or NoCAC Treasurer. The NCWSA Area Treasurer is added for oversight only.

2) Scholarship Account (Savings) – signers will be the same as the General Account. No checks will be written from this account. Scholarship funds will be transferred to the Registration Account to cover NOCAC scholarships only.

3) Registration Account (Checking) – For Hotel – signers will be the same as the General Account and include the NCWSA Chairperson and NCWSA Treasurer. All checks written to the hotel will require one signer from NoCAC and one signer from NCWSA. This check must be requested in advance from the bank.

The NoCAC Treasurer shall have charge and custody of the NoCAC bank accounts and be responsible for reporting and accounting of all funds received and disbursed. NoCAC Treasurer shall perform all duties as required by law, by the Articles of Incorporation of NCWSA, by NCWSA By-laws, or which may be assigned to him/her from time to time by NCWSA in accordance with the NCWSA non-profit corporation status requirements

Depositing FundsAll funds received by NoCAC are to be handled by the Co-Chair and the Co-Sponsor. Deposits are prepared, copied and logged for the file. (See Appendix for detailed Deposit Procedures.)

NoCAC will have a PO Box to receive registrations and scholarship donations. The PO Box should be checked regularly by the Co-Chair, but at least once a month and before the next committee meeting.

Deposits need to be prepared at the end of each event or fundraiser and deposited in the bank the same day or no later than the next business day. Copies of all checks and deposits need to be made and a receipt obtained from the bank. A copy of deposit details is then forwarded to the NoCAC Treasurer immediately. (See sample Cash Receipts report and sales (T-shirt) log.)

Reimbursements/ExpensesAll Expenses must be documented by an NCWSA Expense Report (A04) with attached expense receipts or a vendor invoice. Current Mileage reimbursement is 25 cents per mile.

Those eligible for reimbursement for travel to NoCAC committee meetings and functions are the NoCAC Chair, NoCAC Co-Chair, NoCAC Sponsor and NoCAC Co-Sponsor. All Expenses will be paid by check on behalf of NoCAC, if approved and if funds are available, as included in the budget.



NoCAC bank accounts will have no debit or credit cards issued to individual members.

Financial ReportsMonthly Financial Reports of detailed income and expenses to date with copies of receipts, deposits and bank statements are required to be sent to the NCWSA Treasurer. Originals should be kept for the NoCAC files. (See Sample of Income and Expense Report in the Appendix.)T-shirt sales (dollar amount, city, and county where sold) must be reported quarterly to NCWSA Treasurer as follows:

Quarter Jan-March, report by April 15th

Quarter Apr-June, report by July 15th

Quarter Jul-Sept, report by Oct 15th

Quarter Oct-Dec, report by Dec 15th

Final NoCAC ReportAfter NoCAC, a final income and expense report and sales of merchandise report must be prepared and sent to the NCWSA Treasurer by December 15. (See sample in Appendix.)

Bank AccountsBank Accounts are turned over to the new NoCAC Committee and NCWSA signers are changed on the accounts by the end of January. NCWSA Executive Committee needs to interview and approve before the signers are changed. If the above reports and changes are not accomplished by the February NCWSC meeting, the NoCAC grant will not be disbursed until these steps are taken.

SPECIAL CIRCUMSTANCES

NoCAC Sponsor Resignation In the case of the resignation or incapacitation of the Sponsor, the NoCAC Co-Sponsor will assume the responsibilities of the NoCAC Sponsor. The NoCAC Leadership may then appoint a new NoCAC Co-Sponsor. The newly appointed NoCAC Co-Sponsor must meet the requirements for this position and be affirmed by the NoCAC Committee.

NoCAC Sponsor Difficulty In the case of extreme difficulty with the elected NoCAC Sponsor, NCWSA Conflict Resolution Guidelines may be used. The NoCAC Committee may ask the sponsor to resign from their role. This action should be taken in consultation with the Area Alateen Coordinator, Area Alateen Process Person and decision reached by the full NoCAC Committee.

NoCAC Chair/Co-Chair Resignation In the case of the resignation or incapacitation of the NoCAC Chair, the NoCAC Co-Chair will assume the responsibilities of the NoCAC Chair. In the case of the resignation or incapacitation of the NoCAC Co-Chair, the NoCAC Chair will appoint a new Alateen member to serve as the NoCAC Co-Chair, to be affirmed by the NoCAC Committee.



NoCAC Committee Member Resignation In the case of the resignation or incapacitation of a NoCAC Committee member, it is up to the NoCAC Chairperson and NoCAC Co-Chair to appoint a replacement who is eligible, willing, and able to assume the duties of the vacant position.

NoCAC LeadershipIn the case of the resignation or incapacitation of an NCWSA Area Alateen Coordinator, the Alternate Alateen Coordinator will assume the role of Alateen Coordinator. In the case of resignation or incapacitation of the NCWSA Treasurer consult the NCWSA Chair. In the case of resignation or incapacitation of the NCWSA Chair the Immediate Past Delegate will assume temporary duty as NCWSA Chair.

NoCAC Leadership Difficulty In the case of extreme difficulty with the Area Alateen Coordinator, the NoCAC Committee must follow NCWSA Conflict Resolution Guidelines. The committee should consult with NCWSA Alateen Process Person and NCWSA Chair.

COMMITTEE ROLES AND RESPONSIBILITIES

NoCAC Chair Roles and Responsibilities1. Select a Co-Chair2. Select a Committee3. Set date for Committee Meeting (1st Meeting in January, and monthly thereafter).4. Prepare agendas for committee meetings.5. Lead all committee meetings.6. Attend all Northern California World Service Committee (NCWSC) Meetings and NCWSA

Assemblies (Expenses will be reimbursed by NCWSA). First meeting is typically in February (see NCWSA.org website calendar for dates). NoCAC Chair will make reservations for hotel for NCWSA meetings/assemblies and submit an expense report to NCWSA for reimbursement. NoCAC Chair has voice, but no vote, at NCWSC.

7. Assure communication with the NoCAC Sponsor.8. Assure communication within the NoCAC Committee.

a) Ensure that Secretary creates and distributes NoCAC roster (January).b) Provide NoCAC Committee with meeting and event dates (January).c) Assure that jobs are being done in a complete and timely manner.

9. Follow NoCAC Tentative Timeline.10. Follow NoCAC Financial Procedures11. Generate morale and enthusiasm for NoCAC.12. Arrange to be interviewed by the NCWSA Executive Committee.

Duties of NoCAC Chair prior to or during first NoCAC Committee Meeting:1. Obtain excess supplies from past NoCAC Chair.2. Make sure that previous year finances and reports are submitted to NCWSA. Confirm with

NCWSA Treasurer as this may affect disbursement of NCWSA grant in February.



3. Review and distribute these guidelines and supplies to appropriate Committee Chairs.4. Site Selection for BASHES (June and August)

(See Appendix for Site Selection guidelines.)5. Theme Selection 6. Request for Logo for Conference7. Select fundraising dates – check NCWSA Event and Service Calendars to avoid conflicts8. Discuss fundraising and Conference sites and check for availability. Book if possible. (May

consult with NCWSA Facility Coordinator).9. Coordinate all insurance, whenever required, for fundraisers and conferences.

NoCAC Co-Chair1. Co-Chair acts as Chair in the absence of the chair2. Carry out Chair responsibilities, as necessary.3. Assist the Chair, wherever possible.4. Be familiar with the NoCAC Timeline.5. Set up PO Box for the NoCAC Registrations.6. Follow all financial procedures as stated in NoCAC guideline.7. Receive all NoCAC registrations, copy checks and registration and forward registrations to Girls or

Boys Registration for processing. 8. Staffs registration table cash box and records all checks and cash received.9. Responsible for receiving, preparing and making bank deposits immediately after all NoCAC

events with the Co-Sponsor.10. NOTE: MAKE A DUPLICATE COPY OF ALL DEPOSIT SLIPS WHENEVER MAKING A DEPOSIT.11. Promote publicity and enthusiasm

NoCAC SponsorWill be selected by the NoCAC attendees at the event. Sponsor must be a current Al-Anon Member Involved in Alateen Service (AMIAS) in Northern California and willing to work with the planning group from January to December to plan and conduct NoCAC.

Responsibilities:The Sponsor shall work closely with the NoCAC Chair ensuring that all events are safe, comply with NCWSA Requirement for Alateen Member Safety (B17), and are consistent with the WSO Guideline for Alateen Conferences (G-16).

Tasks:1. Attend all NCWSC Meetings and NCWSA Assemblies to support Alateens in their presentations

about NoCAC to NCWSA and to ensure safety according to B17. Meetings held typically in February, May, August, and October. Expenses paid by NCWSA. Sponsor must make hotel reservations for NCWSA meetings and assemblies and submit an expense report to NCWSA for reimbursement.

2. Review all NoCAC flyers and registration packets for accuracy and provide feedback to the committee and Chair. Ensure that all documents are reviewed and approved by the Area Alateen Process Person (AAPP) prior to distribution and posting on the NCWSA Website.



3. Arrange to be interviewed by NCWSA Executive Committee.4. Serve as a signer on the NoCAC bank accounts: General Account, Scholarship Account and

Registration Account. Ensure that the NoCAC Financial Guidelines are being followed. Review balances and ensure committee has a plan to ensure proper care for NoCAC funds and regular treasurer reports to NCWSA.

5. Support the NoCAC Chair efforts for the selection of the NoCAC hotel and review the hotel contract.

6. Attend and ensure there are at least two AMIAS to serve as Sponsors at all NoCAC meetings, fundraisers, events, workshops, etc.

7. Support the NoCAC chair in having NoCAC Safety Plan that is required as stated in B17 (NCWSA Alateen Safety Requirements).

8. The NoCAC Sponsor is the official event Sponsor and must coordinate with the AAPP to provide identifying name tags for each AMIAS present at the event. Name tags include name and date of event and name of AMIAS and are only for the specific event.

9. Secure a current list of Northern California AMIAS from the Area Alateen Process Person (AAPP) prior to all events.

10. Facilitate Friday evening meeting for all AMIAS at the event regarding guidelines, role at NoCAC, room assignments, medications, physical contact (e.g. hugs), and communication with NoCAC Committee.

11. Provide Sponsor letter for registration packet with welcome information for all registered AMIAS.12. Support the NoCAC Chair and Treasurer in providing complete end of year account summary to

the NCWSA Treasurer no later than December 15 of each year (confirm format with NCWSA Treasurer).

13. Other tasks as they arise.

NoCAC Co-SponsorIs selected by the NoCAC Sponsor and NoCAC Chair and must be a current Al-Anon Member Involved in Alateen Service (AMIAS). Will work with the committee from January to December to plan and conduct NoCAC.

ResponsibilitiesThe Co-Sponsor has responsibility for the safety issues at each of the NoCAC meetings, events and conferences, and for ensuring care and proper depositing of all NoCAC funds into appropriate bank accounts.

Tasks:1. Work with the NoCAC Treasurer and Co-Chair to count and record all funds received; e.g., T-

Shirt sales, donations, registrations, etc.2. Arrange to be interviewed by the NCWSA Executive Committee to handle funds for NoCAC.3. Works with the NoCAC Co-Chair to prepare the bank deposit for processing and either deposit

or have a plan for ensuring funds are deposited immediately following all events.4. Ensure that all safety forms are complete for each Alateen and Adult attending NoCAC events

(including committee members) and keep them in a binder for use in an emergency.



5. Identify local hospitals and clinics closest to all NoCAC events in the event that a participant has a medical emergency.

6. Follow the safety procedures of the facility.7. During the conference and BASHes, be responsible for collecting and securing all medications

for Alateen Participants, with the exception of inhalers and birth control pills.

NoCAC Treasurer1. Must be at least 18 years old and able to be on a bank account2. Monitor and balance the 3 bank accounts:

a. Registration : Registration Deposits only in this account. Requires 2 signatures (NoCAC Chair or NoCAC Treasurer and NCWSA Chair or NCWSA Treasurer). You will need to communicate with the NCWSA Treasurer/Area Chair in October to be sure he/she knows when to be at the hotel to sign the check if they do not attend NoCAC. Either the NCWSA Chairperson or Treasurer must be present to sign. The check should be requested in advance from the bank as no checkbook is available for this account.

b. General : Operating funds for NoCAC. All funds collected through the year, except registration and scholarship, go into this account. All expenses are paid from this account. Two signatures (one Alateen and one AMIAS) are required for each check and must match an Expense form with receipt attached to match the amount of check written. (See Financial Procedures section for more detail).

c. Scholarship : For deposits related to scholarships. 3. Follow the Financial Procedures on page 8 of these guidelines.4. Meet with NCWSA Treasurer to find out how to set up your General Ledger so your accounts are

consistent with NCWSA Accounts.5. Maintain a General Ledger. Report the following at each Committee Meeting

a. Operating Funds balance, Scholarship fund balance and Registration Fund Balance, if Registration has started.

b. Incomec. Expendituresd. Financial projections

Send a copy of your General Ledger to the NCWSA Treasurer on a quarterly basis.6. Fund-raisers

a. Provide change fund for cash box for event. b. Bring checkbook and expense forms for reimbursements. No cash reimbursements or

reimbursements without the expense form and receipts. c. Receive copies of all deposits from the Co-Chair.

7. Promote publicity and enthusiasm

Secretary1. Maintain Committee and Subcommittee contact lists.

a) Distribute to all Committee and Subcommittee membersb) Distribute to NoCAC Sponsor, Co-Sponsor and Area Alateen Coordinator.

2. Take minutes of every Committee meeting.



3. Email all minutes, intra-committee and subcommittee correspondence in a timely manner (no later than one week following the meeting).

4. Keep complete, accurate file of all minutes and correspondence for term of committee.5. Email reminder notices of all meetings and fund-raisers to committee and subcommittee members6. Promote publicity and enthusiasm7. Have confirming postcards for conference printed and send to Registration Chairperson two weeks

prior to deadline for conference registration.8. Copy all required packet information such as Guidelines and Sponsors Information Sheets and

deliver to Registration Chairperson for packets two weeks prior to conference.9. Purchase packets for Registration Chairpersons and deliver to them two weeks prior to conference.

BOYS/GIRLS REGISTRATION (2 People – 1 male 1 female)1. Receive registration forms from Co-Chair for all male or female registrants.2. Send T-shirt orders, marked “Paid” to T-Shirt Chair to reserve for the attendee. 3. Send Talent Show registration forms to Activities Chair.4. Keep a complete record of registration sheets. A box with an index card for each registrant can be

helpful as a cross-index, or using computer spreadsheet also works.5. Handle all Registrations at BASH or any other fundraisers.6. Receive all Conference Registrations including checks at events and provides to Co-chair and Co-

Sponsor also at registration table. 7. Prepare cross-reference list of all Conference registrants as follows:

a. Male/female Sponsors, age group preferenceb. Male participants grouped by agec. Alphabetical list of all male/female registrants (by last name), leaving a line or space for the

room number (to be inserted later).8. Assign AMIAS (Sponsors) to Alateens verifying that AMIAS is on the official AMIAS list. 9. Ensure that Boys and Girls rooms are on separate floors, whenever possible.10. Prepare Registration Packets prior to conference.11. Name Tags or Buttons with names made (ordered by Program/Printing Chairperson).12. Programs inserted (ordered by Program/Printing Chairperson).13. Name on outside of envelope (show whether Sponsor, Alateen or adult Participant, Age and

Gender.)14. The entire Committee will help with this project at the Committee work meeting.15. Ribbons inserted into packets for speakers. 16. Provide AMIAS ribbon or tags (inserted in Sponsor packets, as provided by Sponsor and Co-

Sponsor as stated in B-17 NCWSA Requirement for Alateen Member Safety). 17. Provide AMIAS assigned to rooms of Alateens with a list of those Alateens they are sponsoring

and the Alateen's room number. (Done at conference, after room numbers are assigned).18. Provide Room keys (to be inserted into packets at conference).19. Prepare a rooming list for hotel, in advance of conference.20. Group Alateens by age and gender and room with someone from a different district.21. Group Sponsors by gender and room with someone from a different district.22. Group Participants by age and gender and room with someone from different district. 23. Arrange for help to staff registration table at Conference.




Program Chair1. Coordinate schedules and speakers for fund-raisers and conference as determined by the

committee.2. Contact and confirm Speakers and Workshop Leaders for conference. Let Speakers and Workshop

Leaders know what the topic is and for how long they should speak. 3. Contact Registration Chair, and confirm that all speakers and workshop leaders are registered.4. Create NoCAC Registration packet and send to NoCAC Chair and Sponsor for review and

submission to Area Alateen Process Person (AAPP). Goal is prior to May Assembly for publicity to all Northern California Districts.

5. Develop and distribute flyers for the fundraisers and BASHes. Must get approval of Area Alateen Process Person (AAPP) prior to distribution and posting on Area website.

6. Contact various printers to get quotes on printing of flyers and NoCAC Program. Use previous year’s program as an example.

7. Contact NoCAC Chair for their message on the back of the program and work with Chair to confirm workshop chairs and speakers.

8. Draft NoCAC program and review with the NoCAC Chair prior to printing. 9. Order ribbons for Committee, Speakers, Sponsors, Subcommittee and Participants for delivery at

least 3 weeks prior to conference. (Optional)10. Compile Program at least three weeks prior to conference.11. Promote publicity and enthusiasm

Activities Chair1. Maintain workshop leaders list and give information to Decorations person to make a large sign for

each workshop to be posted at Conference. 2. Maintain Speaker and Workshop list of available speakers for committee selection.3. Maintain list of suitable locations for fund-raisers and conferences. Consider:

a. Costs involvedb. Restrictions, such as availability/time limitsc. Lists of contacts at said locationsd. Arrange for DJ if needed (lowest cost possible)

4. Scheduling: Ensure no conflict with Alateen/Al-Anon and AA events, as well as major events in the area. (Example: NCWSA Conferences).

5. Provide copies of OPENING, STEPS, TRADITIONS AND CLOSING to Chairperson of the meetings for:a. Fund-raisersb. BASHesc. Friday Night Kickoffd. Saturday Morninge. Saturday Banquetf. Sunday Spiritual

6. Organize and MC Talent Show on Friday Night at Conference and BASHes.7. Coordinate taping of Speaker meetings and conference (available for purchase, may need to be

arranged in advance).




Hospitality Chair 1. Acquire and bring supplies to all functions:a. cupsb. paper platesc. plastic silverwared. napkinse. coffeef. sugarg. creamerh. teai. coffee urns (if necessary)

2. Coordinate food for all events.3. Organize cleanup crews (subcommittee and volunteers)4. Remind Committee members that if there is a potluck at the fund-raiser, they must bring a hot dish

so there is plenty of food.5. Set up Hospitality Room at conference and/or coordinates with hotel. Keep Hospitality Room

supplied for entire conference.6. Work closely with Decorations Chair.7. Promote publicity and enthusiasm

Decorations, Signs and Drawings Chair1. Decorate for all activities and events, where required.2. Obtain donation drawing tickets and drawing prizes for fund-raisers that hold a drawing.3. Turn monies collected from any Drawings into Co-Chair for deposit in a timely manner.4. Make up signs for Workshop rooms at conference, showing topic, and chairperson. Supply blue

tape for sticking outside of doors.5. Make up a welcome banner, a registration sign, and sign for Hospitality Room for conference.6. Assist Hospitality Chair at all functions, where required.7. If desired by the committee, order flowers for NoCAC--corsages and boutonnieres for committee,

subcommittee, speakers and table arrangement for head table or any other flowers the committee should decide to order.


Sweeper Chair (Security)1. With NoCAC Chair, select and organize a subcommittee:

Get Name email address and Phone Number2. Obtain room list for each sweeper team. 3. Organize Sponsors and subcommittee to patrol halls before mandatory meetings, after curfew, at

mealtimes and as determined by the Chair. Set up a schedule for same.4. At Conference, be available (along with Subcommittee members) as a Check-In/Check-Out person

to Alateens during conference, should they need to leave meetings for other than restroom.



5. After curfew sweepers will patrol the halls and report any guideline violations to the Chair and Sponsor.

6. Keep a list of all Alateens who have left meetings (record their room number, destination, and return time). Give Alateens a return time, if the situation warrants.

7. At curfew, give list of those Alateens who are in their rooms ahead of schedule to the Chair/Co-Chair so that these Alateens can be monitored, if ill, etc.

8. Collect lost badges or room keys turned in or found. Return lost room keys to Registration Chair. Give badges to another Committee member to announce at next meeting, or close of present meeting.


T-Shirt Chair1. Get copy of final logo once approved.2. See list of T-shirt vendors and contact vendor for pricing information for T-shirts to sell and for

Committee Sweatshirts.3. Share price for Committee sweatshirts and maintain list of committee member Sweatshirt orders

and receipt of payment by committee member. 4. Provide Report to Committee on price for printing based on quantities and sizes. 5. Once purchase approved, order the T-shirts to sell at first fundraiser and any other events (e.g.

May NCWSA Assembly) and at NoCAC. Buy only what you can sell. 6. Get check from Treasurer to pay for T-shirts at time of pickup (receipt must be turned into

treasurer following pick-up). 7. Committee may decide to include a T-shirt order in the registration packet. If so, get count from

Registration and set aside appropriate number of T-shirts in the sizes requested.8. Keep a master log (see attached) of all T-shirts sold and provide a copy of report and money to

Co-chair at each event for deposit. Provide a copy of report to Treasurer.9. Final T-shirt sales report is provided to Treasurer to be included in the annual report to NCWSA

for financial reporting no later than December 15.10. Promote publicity and enthusiasm

Slide Show Chair1. Take pictures at all events (including BASHes, work meetings, fundraisers, etc.), and load into

computer and create a slide show for the conference.2. Prior to conference, arrange with hotel to use a projector and screen to show the slide show as part

of the entertainment on Friday night.3. Put slide show to music and present/MC at conference.4. Historical pictures of past NOCAC Committees can be obtained from the Area Archives by

contacting current Area Archives Coordinator.5. Include pictures of newcomers as well as long timers.6. Promote publicity and enthusiasm

NCWSA Alateen CoordinatorThe NCWSA Alateen Coordinator serves a three year term providing continuity across NoCAC Committees. The Coordinator serves as liaison between NCWSA and NoCAC, providing knowledge of



the NCWSA Requirement for Alateen Member Safety and the Al-Anon/Alateen Steps, Traditions, Concepts of Service and General Warranties.Responsibilities:

1. Attend all NoCAC Committee meetings and fundraisers2. Attend NoCAC3. Provide a list of all currently certified AMIAS at all NoCAC related events4. Promote awareness of NoCAC



Appendix

Resources

NCWSC Guidelines(found on http://www.ncwsa.org/guidelines)B4.1 - Financial AssistantB17 - NCWSA Requirement for Alateen Member SafetyB27 - Conflict & Complaint Resolution Guidelines

NCWSC Forms(found on http://www.ncwsa.org/forms)A04 – Expense ReportA22.7 - Alateen Travel and Treatment Authorization

WSO Resources(found on http://al-anon.org/members/groups/group-resourcesAl-Anon/Alateen Service Manual (P-24/27)G-16 – Alateen ConferencesG-34 – Alateen Safety Guidelines

Financial Documents

Deposit Procedures Receive funds:All cash receipts are to be handled by the NoCAC Co-Chair and the NoCAC Co-Sponsor. A PO Box will be opened to receive the registrations and scholarship donations. Co-Chair will have

sole access and the responsibility to regularly (at least once a month) collect mail from this PO Box. Receive pre-registration checks, currency, or deposit slips and logs from the event pre-registration

chairperson at least every week. Receive monies and the completed registration logs of the checks and currency received at the

event. Receive monies and complete the appropriate sales logs for the items sold (for payment of

required sales tax). Examples of sold items include, but not limited to, CAL, NOCAC/NCWSA publications (Bylaws, history book) T-shirts, sweatshirts, coffee mugs, key chains, bookmarks, etc.

Deposits: For each check received:

o Stamp the check with the deposit stamp (or write For Deposit Only and the appropriate NoCAC Account Number on each check).

o Copy or scan the front of each For cash received, count by type of bill/change



Complete the Cash Receipts form. Complete a separate form for PO Box receipts and for Events Obtain a bank deposit form from the bank and complete Make the deposit by the first business banking day after an event or after picking up mail from the

PO Box Obtain the deposit receipts from the bank; copy or scan the receipt.

Communications: At least monthly, send all copies of the checks, bank receipts and the completed Cash Receipts

form to the NoCAC Treasurer who will send them to the NCWSA Treasurer.

Bank Accounts for Deposits: Registration Account : Checks for Registration to the Conference and checks for combination of

registration, scholarships and t-shirts will be deposited in the “Registration” account Scholarship Account : Checks and cash received for scholarships only will be deposited in the

“Education” (or “Scholarship” account. General Account : All funds that are not for registration or for scholarships will be deposited in

the “General” account.

Site Selection1. The location of the site should be in the “relative center” of the Northern California Area (see B-

23). Example: The North Section would include available sites in District 5, 6, 7, 8 and 9. 2. The location should rotate from one section to the other within the boundaries of the relative

center.3. The NCWSA Facilities Coordinator is a valuable resource when selecting sites and reviewing

contracts4. Requirements of Site

a. Meeting rooms, dining area and sleeping rooms should be in close proximity to each otherb. Keep prices as affordable as possiblec. Meeting rooms

1. Main room capacity estimated by reviewing attendance at previous years. 2. Break-out rooms for three or four concurrent workshops

d. Registration area with room for1. Boys Registration, Girls Registration and AMIAS check-in2. T-shirt sales

Sample Forms attached*NOTE* The NoCAC Treasurer will obtain the spreadsheets from the previous NoCAC Treasurer

Sample Cash Receipts FormT-Shirt Sales LogSample Final Income and Expense Reportincluding all accounts, with detailed expenses, income and final sales of merchandise (e.g. T-Shirts, key Chains, etc.).



Sample Cash Receipts Form



T-Shirt Sales Log



Sample Final Income and Expense Report**NOTE** Obtain the Excel spreadsheet and instructions from the previous NoCAC Treasurer


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