VALLEYWIDE HOSPITALS AND INSTITUTIONS BYLAWS

Approved by VWHI body on 9/11/2019

Valley Wide Hospitals and Institutions (VWHI) is an entity composed of men and women in the Alcoholics Anonymous fellowship who choose to be active in service work by helping to carry the message to the confined alcoholic. Our primary function is to unify and coordinate these efforts. Our activities will always be directed by the GSO Guidelines and conform to the AA Traditions. We believe it is in the best interests of AA as a whole that we communicate and cooperate with other AA groups and/or committees in areas of mutual concern.

VWHI monthly business meetings are open for participation to all members of the fellowship; however, voting is limited to members of the body. All Group/Home Group Representatives, the Past Chair, Co-Chair, Secretary, Treasurer, Literature Chair, Awareness Day Chair, Technology Chair, Corrections Chair, Treatment Chair, MCSO Liaison, Service Liaison and all Coordinators, Intergroup Liaisons and the District 8 Corrections Chairperson shall be voting members of the body. In the absence of a Group/Home Group Representative, an alternate Group/Home Group Representative may vote. The Committee Chair may vote in the event of a tie.

CONCEPT X

Every service responsibility should be matched by an equal service authority – the scope of such authority to be always well defined whether by tradition, by resolution, by specific job description or by appropriate charters and bylaws.

ELECTIONS

· If an area of responsibility becomes vacant between scheduled elections, a special election may be held to fill the vacancy for the remaining period.

· All elections are to be held at regularly scheduled monthly business meetings and shall be decided by a simple majority of the voting members then in attendance.

· The Committee Chair, Committee Co-Chair, Treasurer, Secretary, Literature Chair, Awareness day Chair, Treatment Chair, Corrections Chair, Technology Chair, MCSO Liaison, and Service Liaison will be elected at the December monthly business meeting of each odd numbered year and shall assume their responsibilities beginning at the next monthly business meeting.

· The Facility Coordinators will be elected at the December monthly business meetings of each even numbered year. Those elected or reelected will assume their responsibilities beginning at the next monthly business meeting.

· All may succeed themselves except the Committee Chair, and Treasurer, who may, however, be elected to those same areas of responsibility at a future time.

· All elected members must attend at least two business meeting per quarter or shall be replaced. If the elected member is unable to attend monthly VWHI business meeting, coordinator shall share report with Co-Chair and Secretary via telephone or digital communication prior to the start of the VWHI business meeting.

· Sobriety requirements will not be waived for any elected VWHI position unless the person standing is within one or two months of required sobriety.

Steering Committee – the Steering Committee shall be comprised of the

· Chair

· Past Chair

· Co-Chair

· Secretary

· Treasurer

· Literature Chair

· Awareness Day Chair

· Technology Chair

· Treatment Chairperson

· Corrections Chairperson

  • MCSO Liaison

  • Service Liaison

The Steering Committee shall meet, at a minimum, every odd month to discuss new business and upcoming agenda items for the monthly business meeting. The Steering Committee meeting is open to all who wish to attend. The Steering Committee is an advisory body comprised of elected members who provide guidance on issues such as budgets, new endeavors, policy, and Traditions. The Steering Committee will be responsible for reviewing issues and making recommendations to the body as a whole. The Steering Committee, acting in the best interest of VWHI, makes determinations regarding Coordinators and Facilities in emergency situations. Committee Chair – 2-year commitment, elected in odd years

Prerequisites:

· Sobriety requirement = three or more years of continuous sobriety

· VWHI experience = one or more years

Responsibilities:

1. Attend monthly VWHI Steering Committee meetings.

2. Attend monthly VWHI business meetings.

3. Coordinate all Steering Committee activities.

4. Conduct the monthly VWHI business meeting and the Steering Committee meeting.

5. Attend the annual Area 03 Corrections Conference.

6. Serve as Committee Past Chair at the conclusion of term as Committee Chair.

Committee Past Chair – 2-year commitment; the Committee Chair automatically becomes the Committee Past

Chair at the end of his/her term. If the immediate Past Chair cannot fulfill this service obligation, the Steering Committee may explore other options and present them to the body.

Prerequisites:

· Sobriety requirement = three or more years of continuous sobriety

· VWHI experience = one or more years

Responsibilities:

1. Attend monthly VWHI Steering Committee meetings.

2. Attend monthly VWHI business meetings.

3. Assist in transition of incoming Steering Committee members.

4. Advise the Steering Committee by providing information about past actions of the Steering Committee and the body as a whole.

Committee Co-Chair – 2-year commitment, elected in odd years

Prerequisites:

· Sobriety requirement = two or more years of continuous sobriety

· VWHI experience = oneor more years

Responsibilities:

1. Attend monthly VWHI Steering Committee meetings.

2. Attend monthly VWHI business meetings.

3. Assist the Committee Chair, conduct monthly business meetings in his or her absence.

4. Chair one monthly business meeting per year.

5. Make coordinator reports at monthly meeting if a coordinator is unable to attend.

6. Read tradition or concept at each monthly meeting.

7. Time reports at monthly meetings to ensure that meeting does not run over time.

8. Open the room and ensure that it is set up for the monthly meetings.

Treasurer – 2-year commitment, elected in odd years

Prerequisites:

· Sobriety requirement = five or more years of continuous sobriety

· VWHI experience = two or more years

Responsibilities:

1. Attend monthly VWHI Steering Committee meetings.

2. Attend monthly VWHI business meetings.

3. Maintain the VWHI checking account requiring two (2) signatures and showing the VWHI post office box as the address. The second signature shall be that of the Committee Chair.

4. Provide VWHI with monthly written (amended 11-1-88) financial statements listing receipts, expenditures and current balance.

5. Pay bills for rent, literature, coffee supplies, insurance, storage unit, post office box rental and electronic payment collection services in a timely manner.

6. Provide $1000 seed money to the VWHI Awareness Day committee each spring and fall. Collaborate with Awareness Day Chair after each event to ensure all expenses are reconciled and disclosed to the body.

7. Reimburse or pay expenses to attend the Area 03 Corrections Conference for the Corrections Chair, MCSO LIaison, and Committee Chair. In the event that any of those three cannot attend, the Steering COmmittee may appoint another member of the Steering Committee to attend.

8. Expenditures for other items must have Steering Committee approval and must be approved by a simple majority of VWHI.

9. Collaborates with Statutory Agent to prepare and file taxes for 501(c)3.

Secretary – 2-year commitment, elected same year as officers (odd years)

Prerequisites:

· Sobriety requirement = one or more years of continuous sobriety

· VWHI experience = oneor more years

Responsibilities:

1. Attend monthly VWHI Steering Committee meetings.

2. Attend monthly VWHI business meetings.

3. Keep accurate minutes and attendance records of monthly VWHI meetings.

4. Keep an accurate log of past motions and votes by the VWHI body.

5. Utilize attendance records to ensure that only qualified members vote.

6. Distribute minutes at the monthly VWHI Meetings.

7. Maintain communications with the GSO, Area, Local Committee and groups/home groups, and the fellowship as a whole.

8. Represent VWHI at the Area H&I Committee Meetings.

9. Note: The Secretary shall conduct the steering committee meeting and the monthly VWHI business meeting in the event neither the Committee Chair nor the Committee Co-Chair is present.

Literature Chair – 2-year commitment, elected same year as officers (odd years)

Prerequisites:

· Sobriety requirement = two or more years of continuous sobriety

· VWHI experience = one or more years

Responsibilities:

1. Attend monthly VWHI Steering Committee meetings.

2. Attend monthly VWHI business meetings.

3. Order and maintain an adequate inventory of AA approved literature and books.

4. Receive from the Facility Coordinators any changes in monthly literature requirements and distribute literature to them at the Monthly Committee Business Meetings.

5. Maintain inventory control records.

6. deliver reports at the monthly steering committee and VWHI business meetings.

Awareness Day Chair – 2-year commitment, elected the same year as officers (odd years)

Prerequisites:

· Sobriety requirement = two or more years

· VWHI experience = one or more years

Responsibilities:

1. Attend monthly VWHI Steering Committee meetings.

2. Attend monthly VWHI business meetings.

3. Create a committee to plan and host the Semi-Annual VWHI Awareness Day.

4. Coordinate all phases of Awareness Day planning and implementation.

5. Sets up and chairs all meetings of the Awareness Day Committee, which should be held on a regular basis.

6. Deliver interim and final reports for each Awareness Day event at the monthly steering committee and VWHI business meetings.

7. Establish and nurture unity with Homegroup Representatives and Intergroups.

Technology Chair – 2-year commitment, elected same year as officers (odd years)

Prerequisites:

· Sobriety requirement = two or more years of continuous sobriety

· VWHI experience = one or more years

· working knowledge of website programming and/or management

Responsibilities:

1. Attend monthly VWHI Steering Committee meetings.

2. Attend monthly VWHI business meetings.

3. Adequately maintain, update, and oversee activities of vwhi.org and associated email addresses

4. Coordinate with Treasurer to pay hosting fees and domain registration fees

5. Make him or herself available to sit on any technology-related ad hoc committee

6. Appoint 2 individuals to assist in maintenance and backup of VWHI laptop

MCSO Liaison – 2-year commitment, elected same year as officers (odd years)

Prerequisites:

· Sobriety requirement = 5 years

· Working knowledge of the steps and traditions of AA and correctional agency rules and regulations

· Must be badged

· Recommended to have served as a coordinator or a lead volunteer/meeting facilitator for at least 2 years

Responsibilities:

1. Attend monthly VWHI Steering Committee meetings.

2. Attend monthly VWHI business meetings.

3. Attend Area 03 Corrections Conference.

4. Single point of contact for Maricopa County Sheriff’s Office & Correctional Health Services.

5. Solely authorized to submit Valleywide H&I Sponsorship letters to MCSO for all new volunteer & renewal applications

6. Maintain database of current AA volunteers for VWHI MCSO.

7. Collaborate with VWHI jail coordinators to educate & train new volunteers.

8. Notify VWHI jail coordinators & volunteers of monthly new volunteer training dates, changes in procedures, etc.

9. Conducts vetting process to determine volunteers’ eligibility for added level of clearance required by MCSO for the MOSAIC program run by Correctional Health Services.

10. Additional criteria for MOSAIC meetings include

  • Chairs must be badged at least one year.

  • Volunteers should be experienced (consistently) in chairing or co-chairing AA meetings at MCSO Jails.

  • Initial clearance for volunteers chairing MOSAIC meetings must be sponsored by the MCSO Liaison per MCSO & CHS.

  • Notify all parties (MCSO, CHS, & Estrella Jail Administrators) of new MOSAIC volunteers for record keeping purposes.

Service Liaison – 2-year commitment, elected same year as officers (odd years)

Prerequisites:

· Sobriety requirement = two or more years of continuous sobriety

· VWHI experience = two or more years

Responsibilities:

1. Attend monthly VWHI business meetings.

2. Attend monthly VWHI Steering Committee meeting

3. Act as general service liaison for VWHI

Corrections Chairperson – 2-year commitment, elected same year as officers (odd years)

Prerequisites:

· Sobriety requirement = 5 years

· VWHI experience = two or more years

· Working knowledge of the steps and traditions of AA and correctional agency rules and regulations

· Must be badged at a corrections facility

· Must have served as a coordinator for a full term (2 years)

· Must have served as a lead volunteer/meeting facilitator for at least 2 years

Responsibilities:

1. Attend monthly VWHI business meetings.

2. Attend monthly VWHI Steering Committee meeting

3. Act as liaison between all complex coordinators and personnel at each correctional facility.

4. Establish and maintain relationships with standing committees on the intergroup, district 08, and area 03 levels.

5. Attend annual Area 03 corrections conference

6. Offer workshops/training new and potential coordinators in the following areas:

· Record keeping

· Volunteer management

· Working with corrections personnel

· Special events

Treatment Chairperson – 2-year commitment, elected same year as officers (odd years)

Prerequisites:

· Sobriety requirement = 5 years

· VWHI experience = two or more years of experience

· Working knowledge of the steps and traditions of AA and residential treatment facilities rules and regulations

· Must have served as a coordinator for a full term (2 years)

· Must have served as a lead volunteer/meeting facilitator for at least 2 years

· Fingerprint card is preferred but not required; must be able to facilitate obtaining a fingerprint card.

Responsibilities:

1. Attend monthly VWHI business meetings.

2. Attend monthly VWHI Steering Committee meeting

3. Act as liaison between all treatment coordinators and personnel at each residential treatment facility.

4. Establish and maintain relationships with standing committees on the intergroup, district 08, and area 03 levels.

5. Offer workshops/training new and potential coordinators in the following areas:

· Record keeping

· Volunteer management

· Working with residential treatment center facility personnel

· Special events

Coordinator – 2-year commitment, elected on even years

Prerequisites:

1. Sobriety requirement = two or more years of continuous sobriety

2. VWHI experience = one or more years

Responsibilities:

1. Attend monthly VWHI business meetings.

2. Be familiar with the facility regulations and insure they are followed at all meetings.

3. Have a Facilitator at all meetings.

4. Coordinate literature needs with Meeting Facilitators, place literature orders, pick up literature at the monthly H & I meetings and make sure it is distributed to the Meeting Facilitators.

5. Insure that all meetings observe the AA Traditions.

6. Have a working knowledge of the VWHI Bylaws.

7. Invited and encouraged to attend VWHI Awareness Day.

8. If coordinator is unable to attend monthly VWHI business meeting, coordinator shall share report with Co-Chair and Secretary via telephone or digital communication prior to the start of the VWHI business meeting.

Bridging the Gap Coordinator

Elected by the VWHI body during even years. Bridging the Gap connects people just leaving institutions with active members of AA who can take them to meetings within the first 48 hours of their release.

Prerequisites:

1. Sobriety requirement = two or more years of continuous sobriety

2. VWHI experience = one or more years

Responsibilities:

1. Attend monthly VWHI business meetings.

2. Be familiar with treatment center and corrections regulations.

3. Coordinate literature needs for Bridging the Gap bookmarks and pamphlets and distribute to the Meeting Facilitators.

4. Have a working knowledge of the VWHI Bylaws.

5. Invited and encouraged to attend Awareness Day events.

Juvenile Corrections Coordinator

Elected by the VWHI body during even years along with other coordinator positions Juvenile Corrections Coordinator is responsible for coordinating treatment and corrections facilities.

Prerequisites:

1. Sobriety requirement = two or more years of continuous sobriety

2. VWHI experience = one or more years

Responsibilities:

1. Attend monthly VWHI business meetings.

2. Be familiar with juvenile treatment center and corrections regulations.

3. Ability to obtain fingerprint clearance card.

4. Have a working knowledge of the VWHI Bylaws.

5. Invited and encouraged to attend Awareness Day events.

Meeting Facilitator – Shall have the amount of sobriety required for each specific facility’s guidelines.

Responsibilities:

1. Attend monthly VWHI business meetings.

2. Make sure the meeting is held regularly.

3. Adhere to the AA Traditions and Facility Regulations.

4. Communicate the literature needs to the coordinator.

5. Appoint a Co-Facilitator, with the amount of sobriety required per the facilities guidelines to assist.

Group Representative

Chosen by each group by a method of their choosing. Responsibility of the Group Representative is also determined by each group as are term of office and eligibility requirements.

Group Representative shall serve as a communication link between the groups and VWHI.

1. Group Representative shall have a voice and a vote at all VWHI monthly business meetings.

2. Invited and encouraged to attend Awareness Day events.

3. The Group Representative will be asked, at times, to report to the committee the group’s conscience on various matters.

Intergroup Liaison – SRI, EVI, Spanish District Intergroup and Aqua Fria Intergroup

Chosen by SRI, EVI, Spanish District Intergroup and Aqua Fria Intergroup by a method of their choosing.

Responsibility of the Intergroup Liaison is also determined by each Intergroup as are term of office and eligibility requirements.

Intergroup Liaisons shall serve as a communication link between the Intergroups and VWHI.

1. Intergroup Liaisons shall have a voice and a vote at all VWHI monthly business meetings.

2. Invited and encouraged to submit written reports of Intergroup activities for inclusion in the minutes of VWHI.

3. Invited and encouraged to attend Awareness Day events.

District 8 Corrections Chairperson

Chosen by District 8 by a method of its choosing. Responsibility of the District 8 Corrections Chairperson is also determined by District 8 as are term of office and eligibility requirements. The District 8 Corrections Chairperson shall serve as a communication link between the District 8 and VWHI.

1. The District 8 Corrections Chairperson shall have a voice and a vote at all VWHI monthly business meetings.

2. Invited and encouraged to submit written reports of District 8 activities for inclusion in the minutes of VWHI.

3. Invited and encouraged to attend Awareness Day events.

VWHI 501(c)(3)

A Statutory Agent and a minimum of three Directors are required by the Arizona Corporation Commission for a 501(c)(3) non-profit. The responsibility of the Statutory Agent is to collaborate with the Treasurer to prepare and file of taxes each year. The Directors shall serve as a communication link between the Arizona Corporation Commissions, the VWHI Steering Committee, and the VWHI body.

Statutory Agent of VWHI 501(c)(3)

1. One of the Directors will serve as the Statutory Agent.

2. Handles digital communication and postal mail with the Arizona Corporation Commission and the Internal Revenue Service.

3. Ensures taxes are filed properly.

4. Gives periodic reports to the other Directors during quarterly meeting.

Directors of VWHI 501(c)(3)

1. A minimum of 5 years of sobriety is required to serve as a Director.

2. A minimum of 2 years of VWHI experience is required to serve as a Director.

3. Directors will be chosen by the Steering Committee every five (5) years beginning in 2019.

4. The Directors shall not have a vote at VWHI monthly business meetings.

5. The Directors are invited and encouraged to submit a written annual report of 501(c)(3) activities for inclusion in the minutes of VWHI.

6. The Directors shall meet at a minimum of once per quarter.

FINANCIAL INSTITUTIONS

In dealing with financial institutions, the Chair may be referred to as the President. The Chair and the Treasurer must both be present in making financial changes.

AA NEWSLETTERS

Only the Committee Chair may place items in the local newsletters. Such items must not be statements of policy or commit the body to a course of action unless approved by a vote of the full body.

FUNDRAISERS

VWHI may, when it is deemed necessary and prudent, hold fundraising events. The proceeds of such events will be used to purchase literature and books to be distributed solely to the confined alcoholic.

ROBERT’S RULES OF ORDER

It is recommended that VWHI implement the usage of Robert’s Rules of Order (abbreviated) for conducting Steering Committee and monthly VWHI business meetings.

GROUP INVENTORY

It is recommended that the Steering Committee conduct a group inventory at the end of their first year into rotation.

BYLAWS

It is recommended that the Bylaws receive a review every 2 years by a specially appointed Ad Hoc Committee. Changes to the Bylaws require substantial unanimity (2/3 vote) in order to be implemented.