VALLEYWIDE HOSPITALS AND INSTITUTIONS BYLAWS

VALLEYWIDE HOSPITALS AND INSTITUTIONS BYLAWS

 Approved by VWHI Body on 10/13/2021

 Valleywide Hospitals and Institutions (VWHI) is an entity composed of people in the Alcoholics Anonymous fellowship who choose to be active in service work by helping to carry the message to the confined alcoholic, who is defined as a person who is not free to leave a facility to attend outside meetings. 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 Chair, Corrections Chair, Treatment Chair, MCSO Liaison, Meeting 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. A motion must pass by substantial unanimity (2/3 majority).

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, resolution, specific job description of 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 Meeting 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 meetings per quarter or shall be replaced. If the elected member is unable to attend a 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
  • Immediate Past Chair
  • Co-Chair
  • Secretary
  • Treasurer
  • Literature Chair
  • Awareness Day Chair
  • Technology Chair
  • Treatment Chair
  • Corrections Chair
  • MCSO Liaison
  • Meeting 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; however, only Steering Committee members may vote. Non-members may speak at the invitation of the Committee. The Committee may go into executive session as necessary at any time to discuss matters independent of any observers.

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 interests 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. Serve as the second signer on the bank account paperwork (in addition to the Treasurer).
  6. Attend the annual Area 03 Corrections Conference.
  7. Serve as Committee Immediate Past Chair at the conclusion of term as Committee Chair.
  8. Regularly and frequently check the official vwhi.org e-mail account as provided by the Technology Chair. Use the official vwhi.org e-mail to communicate with other members of VWHI and to outside persons for any e-mail correspondence pertaining to VWHI business.

Committee Immediate Past Chair: 2-year commitment; the Committee Chair automatically becomes the Committee Immediate Past Chair upon the expiration 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: five or more years of continuous sobriety
  • VWHI experience: three 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.
  5. Regularly and frequently check the official vwhi.org e-mail account as provided by the Technology Chair. Use the official vwhi.org e-mail to communicate with other members of VWHI and to outside persons for any e-mail correspondence pertaining to VWHI business.

Committee Co-Chair: 2-year commitment, elected in 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. Assist the Committee Chair and conduct monthly business meetings in his/her absence.
  4. Chair one monthly business meeting per year.
  5. Make coordinator reports at monthly business meeting on behalf of any coordinator who is unable to attend.
  6. Read Tradition or Concept at each monthly meeting.
  7. Time reports at monthly meeting to ensure that meeting does not exceed time.
  8. Open the room and ensure it is set up for monthly in-person meetings.
  9. Regularly and frequently check the official vwhi.org e-mail account as provided by the Technology Chair. Use the official vwhi.org e-mail to communicate with other members of VWHI and to outside persons for any e-mail correspondence pertaining to VWHI business.

Treasurer: 2-year commitment, elected in odd years

Prerequisites:

  • Sobriety requirement: five 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. Maintain the VWHI checking account, which requires two (2) signatures and which shows the VWHI Post Office box as the address. The second signature on the account paperwork at the bank shall be that of the Committee Chair.
  4. Provide VWHI with monthly written financial statements listing receipts, expenditures and current balance.
  5. Pay bills for rent, literature, coffee supplies, insurance, storage unit, Post Office box rental, miscellaneous supplies, electronic payment collection services and any other expenses as approved.
  6. Expenditures for other items must have Steering Committee approval and must also be approved by a simple majority of VWHI.
  7. Provide $1,000 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.
  8. Responsible for encouraging regular donations to VWHI by individuals or groups, making adjustments as necessary. Collaborate with the Technology Chair to maintain any vehicles for donations on the Web site.
  9. Reimburse or pay expenses to attend the Area 03 Corrections Conference for the Committee Chair, Corrections Chair and MCSO Liaison. In the event that any of these three cannot attend, the Steering Committee may appoint another member of the Steering Committee to attend.
  10. Provide an annual report to the Directors of the 501(c)(3) to enable the correct filing of taxes and reports.
  11. Regularly and frequently check the official vwhi.org e-mail account as provided by the Technology Chair. Use the official vwhi.org e-mail to communicate with other members of VWHI and to outside persons for any e-mail correspondence pertaining to VWHI business.

Secretary: 2-year commitment, elected in 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. 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. Make draft minutes available to Technology Chair for publication within one week of meeting. Remove draft designation after approval (as originally drafted or as revised minutes) at subsequent meeting. Arrange for distribution of minutes at the monthly VWHI meeting.
  7. Maintain communications with GSO, Area, local committees, groups/home groups and the fellowship as a whole.
  8. Represent VWHI at the Area H&I Committee meetings.
  9. 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.
  10. Regularly and frequently check the official vwhi.org e-mail account as provided by the Technology Chair. Use the official vwhi.org e-mail to communicate with other members of VWHI and to outside persons for any e-mail correspondence pertaining to VWHI business.

Literature Chair: 2-year commitment, elected in 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 Conference-approved literature and books.
  4. Receive from Facility Coordinators requests and changes in monthly literature requirements and distribute them at the monthly business meetings.
  5. Maintain inventory control records.
  6. Deliver reports at the monthly Steering Committee and VWHI business meetings.
  7. Regularly and frequently check the official vwhi.org e-mail account as provided by the Technology Chair. Use the official vwhi.org e-mail to communicate with other members of VWHI and to outside persons for any e-mail correspondence pertaining to VWHI business.

Awareness Day Chair: 2-year commitment, elected in 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. Form a committee to plan and host the bi-annual VWHI Awareness Day. Chair all committee meetings, which should be held on a regular basis.
  4. Coordinate all phases of Awareness Day planning and implementation.
  5. Deliver interim and final reports for each Awareness Day event at the monthly Steering Committee and business meetings.
  6. Encouraged to invite Home Group Representatives and Intergroups to participate in Awareness Day.
  7. Regularly and frequently check the official vwhi.org e-mail account as provided by the Technology Chair. Use the official vwhi.org e-mail to communicate with other members of VWHI and to outside persons for any e-mail correspondence pertaining to VWHI business.

Technology Chair: 2-year commitment, elected in odd years

Prerequisites:

  • Sobriety requirement: two or more years of continuous sobriety
  • VWHI experience: one or more years
  • Working knowledge of Web site 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 e-mail addresses.
  4. Coordinate with Treasurer to pay hosting fees and domain registration fees.
  5. Maintain availability to sit on any technology-related ad hoc committees.
  6. Appoint two individuals to assist in maintenance and backup of VWHI laptop.
  7. Maintain letterhead and form sponsorship letters for volunteers with MCSO and Federal Corrections. Each outgoing MCSO and Federal coordinator is to destroy their copies of letterhead after their terms expire. Technology Chair shall give incoming MCSO and Federal coordinators letterhead for the purpose of writing sponsorship letters on behalf of VWHI for new/renewing badged volunteers at the respective facilities.
  8. Assign and maintain vwhi.org e-mail account for each elected officer.
  9. Regularly and frequently check the official vwhi.org e-mail account. Use the official vwhi.org e-mail to communicate with other members of VWHI and to outside persons for any e-mail correspondence pertaining to VWHI business.

MCSO Liaison: 2-year commitment, elected in odd years

Prerequisites:

  • Sobriety requirement: five or more years of continuous sobriety
  • Working knowledge of the Steps and Traditions of AA, as well as MCSO correctional agency rules and regulations
  • Must be badged to enter MCSO facility
  • Recommended a minimum of two years of service as a coordinator or lead volunteer/meeting facilitator

Responsibilities:

  1. Attend monthly VWHI Steering Committee meetings.
  2. Attend monthly VWHI business meetings.
  3. Attend Area 03 Corrections Conference.
  4. Serve as single point of contact for Maricopa County Sheriff’s Office and Correctional Health Services.
  5. Authorized to submit VWHI H&I sponsorship letters to MCSO for all new and renewal volunteer applications. If the MCSO Liaison is unavailable to write a sponsorship letter, the Corrections Chair may write the letter. The MCSO Liaison is to delete all copies of letterhead upon completion of term.
  6. Maintain database of current VWHI volunteers for MCSO.
  7. Collaborate with VWHI jail coordinators to educate and train new volunteers.
  8. Notify VWHI jail coordinators and volunteers of monthly new volunteer training dates, changes in procedures and other relevant matters.
  9. Conduct vetting process to determine volunteers’ eligibility for added level of clearance required by MCSO and for the MOSAIC program run by Correctional Health Services.
  • Additional criteria for MOSAIC meetings include the following:
    • Chairs must have been badged for at least one year.
    • Volunteers should be experienced in consistently 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 and CHS.
    • The MCSO Liaison shall notify all parties (MCSO, CHS and Estrella Jail administrators) of new MOSAIC volunteers for record-keeping purposes.
  1. Regularly and frequently check the official vwhi.org e-mail account as provided by the Technology Chair. Use the official vwhi.org e-mail to communicate with other members of VWHI and to outside persons for any e-mail correspondence pertaining to VWHI business.

Meeting Liaison: 2-year commitment, elected in odd years

Prerequisites:

  • Sobriety requirement: two 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. Report on progress being made.
  4. Work together with home group reps and home groups. Attend home group business meetings and A.A. events to raise awareness of VWHI throughout the Valley, including among the Native American population both on and off the reservations.
  5. Answer questions about H&I meetings and encourage attendance at the H&I business meetings.
  6. The Meeting Liaison can establish a committee to assist in covering the greater area of the Valley and shall provide job descriptions for positions on the committee.
  7. The Meeting Liaison can have a budget to be reflected on the Treasurer’s report.
  8. Regularly and frequently check the official vwhi.org e-mail account as provided by the Technology Chair. Use the official vwhi.org e-mail to communicate with other members of VWHI and to outside persons for any e-mail correspondence pertaining to VWHI business.

Corrections Chairperson: 2-year commitment, elected in odd years

Prerequisites:

  • Sobriety requirement: five or more years of continuous sobriety
  • VWHI experience: two or more years
  • Working knowledge of the Steps and Traditions of AA and correctional rules and regulations.
  • Must be badged at a correctional facility.
  • Must have served as a lead volunteer/meeting facilitator for at least two years.

Responsibilities:

  1. Attend monthly VWHI Steering Committee meetings.
  2. Attend monthly VWHI business meetings.
  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. Serve as single point of contact for new/renewing volunteers with the Arizona Department of Corrections (DOC). Coordinators for each DOC facility shall collect the application paperwork from new/renewing volunteers and provide it to the Corrections Chair, who will forward it to the DOC Volunteer Coordinator. If the Corrections Chair is unavailable to forward the application paperwork, the coordinators may do so.
  6. Attend the annual Area 03 Corrections Conference.
  7. Offer workshops/training to current, new and potential coordinators in the following areas:
  • Record-keeping
  • Volunteer management
  • Working with corrections personnel
  • Special Events
  1. Only in the case that the MCSO or Federal coordinators are unavailable to write VWHI sponsorship letters for new/renewing volunteers, the Corrections Chair shall write the necessary letters. The Corrections Chair is to delete all copies of letterhead upon completion of term.
  2. Regularly and frequently check the official vwhi.org e-mail account as provided by the Technology Chair. Use the official vwhi.org e-mail to communicate with other members of VWHI and to outside persons for any e-mail correspondence pertaining to VWHI business.

Treatment Chairperson: 2-year commitment, elected in odd years

Prerequisites:

  • Sobriety requirement: five or more years of continuous sobriety
  • VWHI experience: two or more years
  • Working knowledge of the Steps and Traditions of AA and residential treatment facility rules and regulations.
  • Must have served as a coordinator for a full term (two years).
  • Must have served as a lead volunteer/meeting facilitator for at least two years.
  • Having a fingerprint clearance card is preferred but not required; must be able to obtain a fingerprint card.

Responsibilities:

  1. Attend monthly VWHI Steering Committee meetings.
  2. Attend monthly VWHI business meetings.
  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 to current, new and potential coordinators in the following areas:
  • Record-keeping
  • Volunteer management
  • Working with residential treatment center facility personnel
  • Special Events
  1. Regularly and frequently check the official vwhi.org e-mail account as provided by the Technology Chair. Use the official vwhi.org e-mail to communicate with other members of VWHI and to outside persons for any e-mail correspondence pertaining to VWHI business.

Coordinator: 2-year commitment, elected in even 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. Be familiar with the facility regulations and ensure 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. Ensure that all meetings observe the AA Traditions.
  6. Have a working knowledge of the VWHI bylaws.
  7. Coordinators are invited and encouraged to attend VWHI Awareness Day.
  8. If Coordinator is unable to attend monthly VWHI business meeting, Coordinator shall provide report to Co-Chair and Secretary via telephone or digital communication prior to the start of the VWHI business meeting.
  9. Regularly and frequently check the official vwhi.org e-mail account as provided by the Technology Chair. Use the official vwhi.org e-mail to communicate with other members of VWHI and to outside persons for any e-mail correspondence pertaining to VWHI business.

Bridging the Gap Coordinator: 2-year commitment, elected in 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. The BTG Coordinator is selected by the Bridging the Gap Committee via a method of its choosing.

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. Be familiar with the treatment center and corrections regulations.
  3. Coordinate literature needs for Bridging the Gap bookmarks and pamphlets and distribute these to Meeting Facilitators.
  4. Have a working knowledge of the VWHI bylaws.
  5. The BTG Coordinator is invited and encouraged to attend Awareness Day events.
  6. Regularly and frequently check the official vwhi.org e-mail account as provided by the Technology Chair. Use the official vwhi.org e-mail to communicate with other members of VWHI and to outside persons for any e-mail correspondence pertaining to VWHI business.

Juvenile Facilities Coordinator: 2-year commitment, elected in even years

The Juvenile Facilities Coordinator is responsible for coordinating treatment and corrections in juvenile facilities.

Prerequisites:

  • Sobriety requirement: two or more years of continuous sobriety
  • VWHI experience: one or more years
  • Must be able to obtain a fingerprint clearance card.

Responsibilities:

  1. Attend monthly VWHI Steering Committee meetings.
  2. Become familiar with the juvenile treatment center and corrections facilities regulations.
  3. Establish and maintain relationships with juvenile facilities and work with them to bring AA meetings in through VWHI volunteers.
  4. Provide assistance and guidance to new and continuing volunteers, including assisting with badging where required.
  5. Have a working knowledge of the VWHI bylaws.
  6. The Juvenile Facilities Coordinator is invited and encouraged to attend Awareness Day events.
  7. Regularly and frequently check the official vwhi.org e-mail account as provided by the Technology Chair. Use the official vwhi.org e-mail to communicate with other members of VWHI and to outside persons for any e-mail correspondence pertaining to VWHI business.

Meeting Facilitator: must have the amount of sobriety required per the specific facility’s guidelines

 Responsibilities:

  1. Attend monthly VWHI business meetings.
  2. Make sure the meeting in the facility 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, who has the amount of sobriety required per the specific facility’s guidelines, to assist.

Group Representative

The Group Representative is selected by each group via a method of their choosing. The responsibilities of the Group Representative are also determined by each group, as are term of office and eligibility requirements.

Description:

  1. The Group Representative shall serve as a communication link between the group and VWHI.
  2. The Group Representative shall have a voice and a vote at all VWHI monthly business meetings. Only one representative from each group shall vote at the VWHI business meeting.
  3. The Group Representative is invited and encouraged to attend Awareness Day events.
  4. The Group Representative will be asked to report to the Committee the group conscience on various matters.

Intergroup Liaison: SRI, EVI, Spanish District and Agua Fría Intergroup

The Intergroup Liaisons are selected by their respective Intergroups via a method of their own choosing. The responsibilities of the Intergroup Liaisons are also determined by each Intergroup, as are term of office and eligibility requirements.

Description:

  1. The Intergroup Liaisons shall serve as a communication link between the Intergroup and VWHI.
  2. Intergroup Liaisons shall have a voice and a vote at all VWHI monthly business meetings. (
  3. Intergroup Liaisons are invited and encouraged to submit written reports of Intergroup activities for inclusion in the VWHI business meeting minutes.
  4. Intergroup Liaisons are invited and encouraged to attend Awareness Day events.
  5. Regularly and frequently check the official vwhi.org e-mail account as provided by the Technology Chair. Use the official vwhi.org e-mail to communicate with other members of VWHI and to outside persons for any e-mail correspondence pertaining to VWHI business.

District 08 Corrections Chairperson

The District 08 Corrections Chairperson is selected by District 08 via a method of its choosing. The responsibilities of the District 08 Corrections Chairperson are also determined by District 08, as are term of office and eligibility requirements.

Description:

  1. The District 08 Corrections Chairperson shall serve as a communication link between District 08 and VWHI.
  2. The District 08 Corrections Chairperson shall have a voice and a vote at all VWHI monthly business meetings.
  3. The District 08 Corrections Chairperson is invited and encouraged to submit written reports of District 08 activities for inclusion in the VWHI business meeting minutes.
  4. The District 08 Corrections Chairperson is invited and encouraged to attend Awareness Day events.
  5. Regularly and frequently check the official vwhi.org e-mail account as provided by the Technology Chair. Use the official vwhi.org e-mail to communicate with other members of VWHI and to outside persons for any e-mail correspondence pertaining to VWHI business.

VWHI 501(c)(3) Board: 5-year commitment

A minimum of three Directors is required by the Arizona Corporation Commission to form a board of the 501(c)(3) non-profit. A Statutory Agent is required and may be one of the Directors.

Prerequisites:

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

Responsibilities of Board Members:

  1. The Directors shall serve as a communication link among the Arizona Corporation Commission, the VWHI Steering Committee, and the VWHI body. For the purposes of the non-profit entity, the Chair may be referred to as the President.
  2. The Directors shall meet at a minimum of once per quarter, and the Statutory Agent must file an annual report with the Arizona Corporation Commission.
  3. The Directors are invited and encouraged to submit a written annual report of Board activities for inclusion in the minutes of VWHI.
  4. The Directors may collaborate with a Certified Public Accountant (CPA), as necessary, to prepare and file taxes each year.
  5. The responsibility of the Statutory Agent is to handle official digital communication and correspondence, including to and from the Arizona Corporation Commission and the Internal Revenue Service. One of the Directors may serve as the Statutory Agent.

Financial Institutions and Other Legal Entities

In dealing with financial institutions and other legal entities, the Chair may be referred to as the President.

When a new Chair or Treasurer is elected, at least one existing account signer must appear with the new officer to add the new officer to the financial accounts, including but not limited to the VWHI bank account, and remove the outgoing officer. In order to make such changes, the VWHI minutes, indicating the election of the new Chair or Treasurer, must be presented.

AA Newsletters

Only the Chair may place items in local newsletters. Such items must not be statements of policy and must not 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 Orders (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 two years by a specially appointed ad hoc committee. Changes to the bylaws require substantial unanimity (2/3 vote) in order to be implemented.